Fairsail Victoria Release Notes
FS-VCT-XXX-RN-201609-A-RVCT.00
© Fairsail 2016. All rights reserved.
This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used
in whole or in part without the written permission of Fairsail.
Software, including but not limited to the code, user interface, structure, sequence, and organization, and
documentation are protected by national copyright laws and international treaty provisions. This document
is subject to U.S. and other national export regulations.
Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not
guarantee the accuracy of the information or that use of the information will ensure correct and faultless
operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or
through any user for any loss or damage whatsoever resulting from reliance on the information contained
in this document.
Nothing in this document alters the legal obligations, responsibilities or relationship between you and
Fairsail as set out in the contract existing between us.
This document may contain screenshots captured from a standard Fairsail system populated with fictional
characters and using licensed personal images. Any resemblance to real people is coincidental and
unintended.
All trademarks and service marks mentioned in this document belong to their corresponding owners.
FS-VCT-XXX-RN-201609-A-RVCT.00
Fairsail Victoria Release Notes
© Fairsail 2016
2
Contents
Contents
Fairsail Collaboration Portal: Customer Notice 5
About these Release Notes 6
Related Information 7
Fairsail HCM Configuration Guide 7
Fairsail WX Configuration Guide 7
Fairsail WX: Guide for Users 7
Fairsail Recruit: Guide for Administrators 8
Fairsail Recruit: Guide for Recruiters 8
Fairsail Payflow Implementer's Guide 8
Which Guide do I Need? 8
Release Summary 9
Known Issues 11
Fairsail Victoria Release Notes
© Fairsail 2016
3
Contents
Release Content 12
Enhanced Absence Features 13
Switching on Enhanced Absence Features 14
Setting Up Multiple Carry Over Periods 15
Setting Up Carry Over Payout 30
Setting Up and Changing Vacation Deduction Order 30
Multiple Carry Over Periods in the HR Manager Portal 32
Multiple Carry Over Periods in WX 34
Absence Adjustments and Absence Accruals Related Lists 35
Creating Absence Accruals Automatically 39
Field Sets: Vacation/Absence 43
Translation Workbench: Vacation/Absence 44
Add New Hires through a Single Page 50
Setting Up Single Page New Hire 51
Using Single Page New Hire 52
Talent Plan 9 Box Grid View 56
Talent Plan Configuration 61
Payflow Enhancements 65
Adding a New Payflow Service 66
Configuring a Download 68
Configuring an Upload 78
Mapping Fairsail Fields to a Download File 81
Vacancy Approval Action through WX 89
New Vacancy Approval 89
Field Sets: Vacancies 91
Enhanced New Vacancy Process 92
Configuring New Vacancies 92
New Vacancy 93
Changes Summary 98
Recent Platform Enhancements 99
Creating a Custom Action Event 100
Example Custom Action Event: Pre-boarding 101
Example Custom Action Event: Pre-boarding to Team Member 110
Glossary of Terms 119
Index 121
Fairsail Victoria Release Notes
© Fairsail 2016
4
Fairsail Collaboration Portal: Customer Notice
Fairsail is ending support for the Collaboration Portal interface in 2017.
For more information see help.fairsail.com help.fairsail.com/Customer Notices/Collaboration Portal
Sunset.pdf.
Fairsail Victoria Release Notes
© Fairsail 2016
5
About these Release Notes
Welcome to the Fairsail Victoria Release!
These Release Notes provide full information on what has changed in this release:
 A brief, high level summary of the functionality.
 Step by step set up and usage information:
indicates a completely new feature for this release.
indicates a significantly enhanced feature for this release.
Highlighted text
indicates other enhancements.
To make it easier for you to find enhancements to the parts of Fairsail that you use most often, information
is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using
the contents list.
VIctoria was one of five ships in the 16th century Spanish Armada de Molucca expedition commanded by
the Portuguese explorer Ferdinand Magellan. The expedition was intended to find a western route from
Europe to the Spice Islands, part of the Indonesian archipelago, and at the time the only source of
nutmeg, mace, and cloves, three spices that were highly prized and an important motivation for European
colonial expansion. The expedition left Spain in September 1519, with the Victoria returning alone in
September 1522 having traveled over 42,000 miles (68,000 km), and becoming the first ship to
circumnavigate the world.
The expedition crossed the Atlantic, rounded the southern tip of South America through what has since
become known as the Straight of Magellan, and then crossed the Pacific. Magellan was killed in the
Philippines in the Battle of Mactan in 1521 and command passed to Juan Sebastian Elcano. The fleet
arrived in the Spice Islands in November 1521, and the Victoria returned alone across the Indian Ocean,
rounding the Cape of Good Hope in May 1522 and returning to Spain with its cargo of cloves and
cinnamon. The entire voyage had taken three years.
The voyage was recorded by Antonio Pigafetta, an Italian who traveled with Magellan and was one of only
18 men to return with the Victoria, from an original crew for the five ships of around 265.
Fairsail Victoria Release Notes
© Fairsail 2016
6
About these Release Notes
Related Information
Related Information
Full documentation supporting Fairsail Victoria is available in the following guides:
Fairsail HCM Configuration Guide
Coverage summary
How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information.
Typical target audience
You have overall responsibility for the content of the Fairsail system within your organization and provide
first line support for HR Managers.
Fairsail WX Configuration Guide
Coverage summary
How to set up, manage, and maintain the extra functionality delivered with Fairsail WX. Includes detailed
configuration information. The information builds on that supplied in the HCM Configuration Guide.
Typical target audience
You have overall responsibility for the content of the Fairsail system within your organization and provide
first line support for HR Managers.
Fairsail WX: Guide for Users
Coverage summary
How to use Fairsail WX for all day to day HR processes, such as booking vacation and recording absence,
setting and checking objectives, and recording changes to your personal circumstances.
Typical target audience
You are an employee with no special HR duties, though you may run a team and have operational
responsibility for them. You want quick and easy self service access to the information your organization
asks you to maintain about yourself and your direct reports.
Fairsail Victoria Release Notes
© Fairsail 2016
7
About these Release Notes
Related Information
Fairsail Recruit: Guide for Administrators
Coverage summary
How to set up Fairsail Recruit to support recruitment in your organization. Includes setting up Agency and
Candidate Portals, posting to Job Boards, and configuring supporting features such as approval processes
and recruitment forms.
Typical target audience
You have responsibility for setting up and maintaining the recruitment process in your organization, as
implemented through Fairsail Recruit. You provide first line support for hiring managers and recruiters
running individual recruitment campaigns.
Fairsail Recruit: Guide for Recruiters
Coverage summary
How to set up and edit Vacancies, manage Candidates and Applications. Includes Agency management,
uploading resumes, and conducting skill searches.
Typical target audience
You have responsibility for running recruitment campaigns for your organization.
Fairsail Payflow Implementer's Guide
Coverage summary
How to set up, manage, and maintain data flows between Fairsail and other systems, typically for data
related to compensation and benefits. The guide includes sections on setting up a benefit selection system
on Fairsail.
Typical target audience
You have responsibility for implementing an interface between Fairsail and one or more external services.
Which Guide do I Need?
The guide to use for each part of the release is indicated in the Release Summary.
Fairsail Victoria Release Notes
© Fairsail 2016
8
Release Summary
Feature
No setup
Select the link to jump
to full description.
WX/Collab. HR/Recruit
Portal
Manager
Portal
HR/Recruit
Admin.
Switchable
Setup
Setup
Note 2
Note 3
Note 4
Contact
Fairsail
See the guide for related information.
Note 1
Note 5
Major functional enhancements
Enhanced Absence Features
Extended, switchable functionality enabling
multiple carry over periods, payout for expired
carry over, and configurable deduction
order (see page 13).
Fairsail HCM Configuration Guide
Fairsail WX Guide for Users
Single Page New Hire processing
Add New Hire details to Team Member,
Employment Record, Salary, Benefit, and
Absence records through a single page (see
page 50).
Fairsail HCM Configuration Guide
Fairsail HCM Guide for HR Managers
Talent Plan 9 Box Grid view
Greatly increased Talent Plan functionality
offering performance against potential 9 box
grid view for teams in addition to org chart
view (see page 56).
Fairsail HCM Configuration Guide
Fairsail Victoria Release Notes
Fairsail WX Guide for Users
© Fairsail 2016
9
Release Summary
Related Information
Feature
No setup
Select the link to jump
to full description.
WX/Collab. HR/Recruit
Portal
Manager
Portal
HR/Recruit
Admin.
Switchable
Setup
Contact
Fairsail
See the guide for related information.
Setup
Other enhancements
Auto Enrolment process in WX
Information and options specific to the United
Kingdom's legally required and regulated
workplace pension programme.
Vacancy Approval Actions through WX
Assigned approvers now receive an Action to
approve vacancies - Administration access is
no longer required (see page 89).
Fairsail WX Guide for Users
Enhanced New Vacancy Process
More options for Vacancy template selection
and use, including the option to require
template use (see page 92).
Fairsail Recruit Guide for Administrators
Fairsail Recruit Guide for Recruiters
Payflow enhancements
 Reclaim space by deleting Payflow Lines
along with old Payroll batches (see page
65).
 Specify fields to ignore when assessing
record changes (see page 65).
Fairsail Payflow Implementers Guide
Notes
1. Features are present and require no setup to use.
2. Features appear in WX/Collaboration Portal and can be switched on or off using a Policy setting.
3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured.
4. Features are available to the HR or Recruit Administrator and require configuration.
5. Contact Fairsail if you wish to use these features.
 No new features force you to use them.
 Choosing to use the new features can greatly enhance your Fairsail experience, but you can continue
to use your existing system in its current form.
 None of your customizations are affected.
Fairsail Victoria Release Notes
© Fairsail 2016
10
Known Issues
Known issues are those which:
 Are not major; any major issues are resolved before release.
 May impact Fairsail implementations in some practical way.
 Are planned to be fixed as soon as possible.
This release has no known issues.
Fairsail Victoria Release Notes
© Fairsail 2016
11
Release Content
The following pages provide full information on what has changed in this release, arranged by feature as listed in the
Release Summary.
Fairsail Victoria Release Notes
© Fairsail 2016
12
Release Content
Enhanced Absence Features
Enhanced Absence Features
You can configure two extensions to Absence Accrual functionality in Fairsail WX:
 Enabling multiple carry-over periods.
Employment legislation in some countries allows, or dictates, extended carry over from one leave year
to the next. For example, Swedish legislation enables employees to carry over unused vacation days for
up to 5 years, and unused leave at the end of a carry over cycle must be bought back by the employer
using a carry over payout formula.
Fairsail WX supports:
o
Multiple carry over periods up to a total of 99 months (see page 15).
o
Carry over payout for unused carry over (see page 30).
 Control over the order used when deducting absence.
By default, Fairsail deducts vacation requests from available leave categories in a standard order:
a. Time in lieu
b. Carry Over
c. Accrued entitlement
Extended functionality gives you complete control over the order of deduction, including the order for
multiple carry over periods (see page 30).
A Field Set on the Absence Accrual object enables you to control the editable fields displayed to the HR
Manager when creating an Absence Accrual. You can use the field set:
 To display multiple carry over periods as well as accrual and time in lieu values.
 To control the order in which those fields are displayed, enabling you to copy the deduction order to be
followed when an absence is booked.
Fairsail Victoria Release Notes
© Fairsail 2016
13
Release Content
Enhanced Absence Features
Switching on Enhanced Absence Features
1. Go to Setup > App Setup > Installed Packages.
2. Find the Fairsail Human Capital Management package and select Configure.
3. On the Configure page scroll down to the bottom of the Setup section and select New Absence
Features.
4. Select Save.
Fairsail Victoria Release Notes
© Fairsail 2016
14
Release Content
Enhanced Absence Features
Setting Up Multiple Carry Over Periods
You can configure the number of months after the annual reset date that a carried over absence
entitlement remains available. Use the Carry Over Months field on the Absence Accrual Rule. You can set
Carry Over Months to zero or any whole number value from 1 to 99. When the number of carry over
months exceeds 12, it is subdivided into carry over periods, with each period containing up to 12 months.
For example:
Carry Over Months
Carry Over Periods
Labels
3
1
Carry Over 1
12
1
Carry Over 1
13
2
Carry Over 1
Carry Over 2
18
2
Carry Over 1
Carry Over 2
24
2
Carry Over 1
Carry Over 2
36
3
Carry Over 1
Carry Over 2
Carry Over 3
48
4
Carry Over 1
Carry Over 2
Carry Over 3
Carry Over 4
60
5
Carry Over 1
Carry Over 2
Carry Over 3
Carry Over 4
Carry Over 5
 To control the order in which an absence is deducted from multiple carry over periods use the Deduct
Order button on the Absence Accrual Rule Detail page (see page 30).
 To specify a maximum carry over for an accrued value, use the Maximum Carry Over field on the
Absence Accrual Seniority. The value you specify applies to each carry over period.
Fairsail Victoria Release Notes
© Fairsail 2016
15
Release Content
Enhanced Absence Features
 Carry Over 1 holds carry over from the most recent leave year. On the reset date, any carry over value
remaining in Carry Over 1 is transfered to Carry Over 2, any remaining Carry Over 2 value is transfered to
Carry Over 3 and so on.
 Changing the value of Carry Over Months on the Absence Accrual Rule resets deduction order to the
default:
a. Time in lieu
b. Carry Over
c. Accrual
Creating a New Absence Accrual Rule
Each Absence Accrual Rule defines one category of absence or vacation. Absence Accrual Rules are grouped
in an Absence Accrual Pattern. Primary settings for each rule are:
 Type: Absence or Vacation.
 Reason: the category of absence or vacation, such as sickness, planned vacation, maternity.
 Default: if this Reason is the default for this Type. One Reason must be designated as the default for
Absence, and one as the default for Vacation.
 Additional Fieldset: if there is an additional set of fields to be displayed for absences of this Reason.
 Is Paid: if absence for this Reason is paid or not.
 Is Private Default: if absence for this Reason is to have the reason displayed in the Team View or not.
In addition, a wide range of other settings enable you to define:
 The rate at which accruals are earned.
 When and how values are reset.
Fairsail Victoria Release Notes
© Fairsail 2016
16
Release Content
Enhanced Absence Features
 If absences of this type default to having provisional end dates when booked.
 Multiple carry over periods.
 For how long carried over values remain usable.
 How accruals are handled for Team Members who work less than full time.
 How accruals are treated during periods of paid and unpaid absence.
 If balances are displayed in the Collaboration Portal and WX for Team members booking absence or
vacation.
To create an Absence Accrual Rule:
1. Select the Absence Accrual Patterns tab.
Fairsail displays the Absence Accrual Patterns Home page.
2. Select the Name of the Absence Accrual Pattern for which you want to add a rule.
Fairsail displays the Absence Accrual Pattern Detail page:
Fairsail Victoria Release Notes
© Fairsail 2016
17
Release Content
Enhanced Absence Features
3. In the Absence Accrual Rules section, select New Absence Accrual Rule.
Fairsail displays the New Absence Accrual Rule Edit page:
Fairsail Victoria Release Notes
© Fairsail 2016
18
Release Content
Enhanced Absence Features
4. Complete the fields as follows:
Field
Description
Information section
Absence Accrual
Pattern
The name of the Pattern for which you are defining this rule. To change to a different
Type
Picklist. The overall type of absence to which this rule applies.
pattern, select Absence Accrual Pattern lookup
want.
to find and select the pattern you
Select the picklist and select from:
 Absence
Use Absence for incidental absences that are not subject to accrual. For example,
sickness, compassionate.
Do not enter values in the fields on this page that apply to accrued absence.
 Vacation
Use Vacation for all types of absence where there is an entitlement that accrues over
time. For example, PTO, annual leave, parental leave. Setting Type to Vacation
enables the accrual rules and logs to work correctly.
Reason
The category of absence, for example sickness, planned vacation, compassionate.
The value you enter here must also be in the picklist values for the Absence object
Reason field. By default, picklist values are:
 Planned Vacation
 Unplanned Vacation
 Sickness
 Compassionate
 Late
 Maternity
 Paternity
 Leave
You can change the default values through Setup > App Setup > Create > Objects.
Default
Checkbox. To designate this Reason as the default Reason for this absence type. The
Default Reason is the one that is displayed by default in the Reason field when a Team
Member clicks selects New for Absence or Vacation in the Collaboration Portal and WX.
Non default reasons are selected from the Reason picklist.
Designate one Reason as the default for Absence, and one as the default for Vacation.
If checked, the Reason acts as the default value for this absence Type when entering a
new absence.
If unchecked, the Reason does not act as the default value for this absence Type when
entering a new absence.
End Date Provisional
Default
Checkbox. If checked, when booking an absence of this reason the End Date Provisional
Yes/No flag is set to Yes by default.
If unchecked, when booking an absence of this reason the End Date Provisional Yes/No
flag is set to No by default.
Provisional end dates are typically used when an absence is not predicted, for example,
for sickness.
Fairsail Victoria Release Notes
© Fairsail 2016
19
Release Content
Enhanced Absence Features
Field
Description
Rate Per
Picklist. The frequency at which absences of this Reason are accrued.
Select the picklist and select from:
 Not Accrued
 Day
 Week
 Biweek
 Semimonth
 Month
For example, planned vacation entitlement may be accrued at a rate of 1/12 of total
annual entitlement per completed month of service. In this case, set Rate Per to Month.
If you set Rate Per to any value other than Not Accrued, make sure you set Rate in the
Accrual Parameters section of the Absence Accrual Seniority for this rule.
Front Load
Checkbox.
If checked, the entitlement to absence of this reason is added at the start of the accrual
period. For example, if vacation entitlement is earned at a rate of 1.5 days per month, an
additional 1.5 days vacation is available at the start of each month.
If unchecked the entitlement to absence of this reason is added at the end of the accrual
period. For example, if vacation entitlement is earned at a rate of 1.5 days per month,
the Team Member must work the complete month before an additional 1.5 days
vacation is available.
To give employees a fixed amount of available absence at the start of an absence period,
use Seniority and Rate Base settings on the Absence Accrual Seniority.
Start Part Period
Picklist. The accrual rate to apply to part periods at the start of the accrual period.
Typically used to determine how much vacation entitlement is earned by a Team
Member starting in the middle of an accrual period for that initial part period.
Select the picklist and select from:
 Full
 Pro Rata, based on the proportion of time worked in the accrual period.
 None
End Part Period
Picklist. The accrual rate to apply to part periods at the end of the accrual period.
Typically used to determine how much vacation entitlement is earned by a Team
Member ending employment in the middle of an accrual period for that final part period.
Select the picklist and select from:
 Full
 Pro Rata, based on the proportion of time worked in the accrual period.
 None
Fairsail Victoria Release Notes
© Fairsail 2016
20
Release Content
Enhanced Absence Features
Field
Description
Example: 22 days full annual entitlement
New Hire: Start Part Period setting
Full 22 days
Pro Rata (8/12) x 22 = 14.67 days
None 0 days
Termination: End Part Period setting
Full 22 days
Pro Rata (6/12) x 22 = 11 days
None 0 days
Accrue During Paid
Absence
Picklist. How entitlement to absence of this reason is to accrue during an accrual period
that contains paid absence.
Select the picklist and select from:
 Full. Accrue at the full rate throughout the period.
 None in Period. Do not accrue for the accrual period that includes paid absence.
 Partial. Accrue at the full rate if part of the accrual period is paid absence; do not
accrue if the complete period is paid absence.
 Pro Rata. Accrue at the full rate for that part of the accrual period that is not paid
absence; do not accrue for that part of the accrual period that is paid absence.
When a paid absence falls in more than one accrual period, the selected option applies
to each period in which the absence falls.
Fairsail Victoria Release Notes
© Fairsail 2016
21
Release Content
Enhanced Absence Features
Field
Description
Accrue During Unpaid Picklist. How entitlement to absence of this reason is to accrue during an accrual period
Absence
that contains unpaid absence.
Select the picklist and select from:
 Full. Accrue at the full rate throughout the period.
 None in Period. Do not accrue while the Team Member is on paid absence.
 Partial. Accrue at the full rate if part of the accrual period is unpaid absence; do not
accrue if the complete period is unpaid absence.
 Pro Rata. Accrue at the full rate for that part of the accrual period that is not unpaid
absence; do not accrue for that part of the accrual period that is unpaid absence.
When an unpaid absence falls in more than one accrual period, the selected option
applies to each period in which the absence falls.
Use Rounding
Checkbox. Switches rounding for accrued balances on or off.
If checked, accrued balances are rounded as specified by Rounding to Nearest and
Rounding Mode.
If unchecked, accrued balances are displayed as calculated with no rounding applied.
Rounding to Nearest
A decimal value.
Must be a a value with a whole number reciprocal. For example:
 0.1, giving a reciprocal of 10, and rounding accrued balances to a tenth.
 0.2, giving a reciprocal of 5, and rounding accrued balances to a fifth.
 0.25, giving a reciprocal of 4, and rounding accrued balances to a quarter.
 0.5, giving a reciprocal of 2, and rounding accrued balances to a half.
Direction of rounding is controlled by Rounding Mode.
Fairsail Victoria Release Notes
© Fairsail 2016
22
Release Content
Enhanced Absence Features
Field
Description
Rounding Mode
Picklist. Used with Rounding to Nearest to define how balances are rounded. Select
from:
 None
Rounding is not used.
 Ceiling
Rounds up to the nearest value above, as specified by Rounding to Nearest. For
example:
Rounding to Nearest 0.5:
o 9.11 is rounded to 9.5
o 20.37 is rounded to 20.5
Rounding to Nearest 0.25
o 9.11 is rounded to 9.25
o 20.37 is rounded to 20.5
 Floor
Rounds down to the nearest value below, as specified by Rounding to Nearest. For
example:
Rounding to Nearest 0.5:
o 9.11 is rounded to 9.0
o 20.37 is rounded to 20.0
Rounding to Nearest 0.25
o 9.11 is rounded to 9.0
o 20.37 is rounded to 20.25
 Half Up
A tie-breaking mode. Rounds to the nearest neighboring value, as specified by
Rounding to Nearest. When the unrounded value is mid-way between values, rounds
up to the nearest value above. For example:
Rounding to Nearest 0.5:
o 9.11 is rounded to 9.0
o 20.37 is rounded to 20.5
o 15.25 is rounded to 15.5
 Half Down
A tie-breaking mode. Rounds to the nearest neighboring value, as specified by
Rounding to Nearest. When the unrounded value is mid-way between values, rounds
down to the nearest value below. For example:
Rounding to Nearest 0.5:
o 9.11 is rounded to 9.0
o 20.37 is rounded to 20.5
o 15.25 is rounded to 15.0
Both Half Up and Half Down round to the nearest neighboring value, which can be above
or below the unrounded value, except when the unrounded value falls mid-way between
neighboring values.
Fairsail Victoria Release Notes
© Fairsail 2016
23
Release Content
Enhanced Absence Features
Field
Description
Reset On Service
Anniversary
Checkbox. An alternative to setting a reset date using Reset Day and Reset Month.
If checked, accruals are reset to the Base Rate on the anniversary of the Continuous
Service Date. If Continuous Service Date is not available, the anniversary of the Start
Date is used as the reset date.
If not checked, accruals use the reset date defined by Reset Day and Reset Month.
Reset Day
Picklist. Used with Reset Month to give the annual reset date on which accruals are reset
to the Base Rate. Accruals up to the reset date are added to the carry over value.
Select the picklist and choose the day of the month.
If you set Reset Day and Reset Month to None, values accrue continuously from a Team
Member's start date.
Reset Month
Picklist. Used with Reset Day to give the annual reset date on which accruals are reset to
the Base Rate. Accruals up to the reset date are added to the carry over value.
Select the picklist and choose the month of the year.
If you set Reset Day and Reset Month to None, values accrue continuously from a Team
Member's start date.
Use Accrual From
Previous Year
Checkbox.
If checked, absence of this reason is accrued in one year to be used in the next year. The
year starts from the Reset Date. For example, vacation entitlement for the 2013-14
vacation year is earned in the 2012-13 vacation year.
If not checked, absence of this reason is used in the year in which it is accrued.
Carry Over Months
Number of months. The length of the period in which any carried over amount must be
used.
If Carry Over Months is blank, any Carry Over amounts expire at the next Reset Date.
Zero Negative Accrual Checkbox.
On Reset
If checked, any negative values accrued for absence of this reason are set to zero on the
Reset Date.
If unchecked, any negative value accrued for absence of this reason is preserved through
the Reset Date and carried forward as a negative starting balance to the new accrual
period.
Seniority Change On
Reset
Checkbox.
If checked, the Reset Date is used as the trigger for changes resulting from Seniority
rules.
If unchecked, individual Team Member anniversaries can be used to trigger changes
resulting from Seniority rules.
For example, a Seniority rule awarding an extra day's annual vacation to Team Members
completing one year of employment works as follows:
 Team Member start date 1 July 2013, Reset Date 1 January
o Seniority Change On Reset checked:
Additional vacation entitlement earned from 1 January 2015, when the Team
Member has completed a full year of employment plus 6 months.
o Seniority Change On Reset unchecked:
Additional vacation entitlement earned from 1 July 2014, when the Team
Member has completed a full year of employment.
Fairsail Victoria Release Notes
© Fairsail 2016
24
Release Content
Enhanced Absence Features
Field
Description
Rolling Months
Number of months. The length of time to look back when calculating if a defined limit
has been reached. Set limits in the Absence Accrual Seniorities for this rule. Typically
used for tracking non-accrued absence types such as sickness or family leave.
If you leave Rolling Months blank, the last Reset Date is used as the starting point when
calculating if a defined limit has been reached.
Do not use Rolling Months for accrued types of absence because totals are reset to zero
at the start of the rolling months period, overwriting accrued totals.
Adjust Rate For FTE
Checkbox.
If checked, the Rate is multiplied by the FTE (Full Time Equivalent) unit for the Team
Member for absences of this reason. For example, for a Team Member working 3 days
out of a 5 day work week the Rate is multiplied by 0.6 (=3/5) to calculate a pro rata rate
of accrual.
If unchecked, FTE is ignored and the rate is applied as specified.
Set the Rate in the Absence Accrual Seniorities for this rule.
Adjust Base For FTE
Checkbox.
If checked, the rate Base is multiplied by the FTE (Full Time Equivalent) unit for the Team
Member for absences of this reason. For example, for a Team Member working 3 days
out of a 5 day work week, a Base for annual vacation allowance of 1 is multiplied by 0.6
(=3/5) to give a pro rata adjusted Base of 0.6; the part time employee has a starting
value for their annual vacation allowance of 0.6 days.
If unchecked, FTE is ignored and the base is applied as specified.
Set the Rate Base in the Absence Accrual Seniorities for this rule.
Adjust Limits for FTE
Checkbox.
If checked, all limits for this rule are multiplied by the FTE (Full Time Equivalent) unit for
the Team Member for absences of this reason. Limits specify trigger values for alerts,
evidence required, and blocks.
If unchecked, FTE is ignored and the limits are applied as specified.
Set limits in the Limit Parameters section of the Absence Accrual Seniorities for this rule.
Adjust Carry Over For Checkbox.
FTE
If checked, the Maximum Carry Over value for absences of this reason is multiplied by
the FTE (Full Time Equivalent) unit for the Team Member.
If unchecked, FTE is ignored and the Maximum Carry Over value is applied as specified.
Set Maximum Carry Over in the Accrual Parameters section of the Absence Accrual
Seniorities for this rule.
Adjust Minimum
Accrual For FTE
Checkbox.
If checked, the Minimum Accrual values for absences of this reason are multiplied by the
FTE (Full Time Equivalent) unit for the Team Member.
If unchecked, FTE is ignored and the Minimum Accrual values are applied as specified.
Set Minimum Accrual and Minimum Year End Alert and Block values in the Limit
Parameters section of the Absence Accrual Seniorities for this rule.
Base Date
Date. A date with which to synchronize accrual periods. For example, set a base date so
that weekly or biweekly periods can be aligned with payroll dates.
Select in the field to display a calendar and select a date, or select today's date beside
the field to insert today's date.
If left blank, the Team Member's start date is used as the base date.
Fairsail Victoria Release Notes
© Fairsail 2016
25
Release Content
Enhanced Absence Features
Field
Description
Is Paid
Checkbox.
If checked, Team Members are paid during absences of this reason. For example,
planned vacation/PTO is typically paid for full time employees.
If unchecked, Team Members are not paid during absences of this type. For example,
leave Is Paid unchecked for an absence of type Unpaid Leave.
Length Limit In
Calendar Days
Checkbox.
If checked, the length limits defined in the Absence Accrual Seniorities for this rule are
expressed in:
 Calendar days instead of working days for Absence Accrual Patterns using Day as the
Rate Unit.
 Total hours instead of working hours for Absence Accrual Patterns using Hour as the
Rate Unit.
If unchecked, the length limits defined in the Absence Accrual Seniorities for this rule are
expressed in working Rate Units.
Rate Units are defined for the Absence Accrual Pattern.
Is Parental Leave
Checkbox. Controls the display of Parental Leave fields in the Collaboration Portal and
WX. Parental Leave fields are held in the Parental Manager and Parental Team Member
Field Sets. Parental Leave is leave associated with the birth or adoption of a child, such as
maternity or paternity leave.
If checked, this absence reason is classed as Parental Leave. When this absence reason is
selected in the Collaboration Portal and WX, fields in the Parental... field sets are
displayed for entry. Set date parameters and limits in Absence Accrual Seniority.
If unchecked, this absence reason is not classed as Parental Leave. When this absence
reason is selected in the Collaboration Portal and WX, fields in the Parental... field sets
are not displayed.
Additional Fieldset
API Name. The set of fields to be displayed when entering absences of this Reason.
Is Private Default
Checkbox. Sets the default value for individual instances of absence of this type when
entered in the Collaboration Portal and WX. Use in conjunction with the Show Absence
Unless Private setting in the Policy.
If Show Absence Unless Private is checked:
 Check Is Private Default to class absences of this reason as private by default when
entered in the Collaboration Portal and WX, and so not visible to colleagues or
reports in the calendar team view.
 Uncheck Is Private Default to class absences of this reason as not private by default
when entered in the Collaboration Portal and WX, and so viewable by all in the
calendar team view.
You can choose to display or hide the Is Private checkbox in the Collaboration Portal and
WX by including or excluding it from the relevant Absence object field sets.
Show Calculated Days Checkbox. If checked, requests for a new absence include the calculated number of days
for the absence, taking into account any non-working days recorded in the Work Days
Pattern allocated to the Team Member.
You can adjust the calculated number if necessary.
Fairsail Victoria Release Notes
© Fairsail 2016
26
Release Content
Enhanced Absence Features
Field
Description
Show Accrual Log
Checkbox.
If checked, the Accrual Log is displayed in the Collaboration Portal and WX as part of the
Absence process.
Defaults to checked.
Show Time in Lieu
Checkbox. If checked, the Accrual Log includes a column with Time in Lieu values.
Show Carry Over
Checkbox. If checked and Carry Over Months is greater than zero and less than 13.:
 The WX Absence Calendar includes the current carry over balance when it is greater
than zero. The value does not include future time off requested or approved.
 The WX Accrual Log includes a column with Carry Over values.
 The Absence Calculator in the HR Manager Portal includes a column with Carry Over
values.
If checked and you have multiple carry over periods enabled (see page 15), with
Carry Over Months set to a value from 13 to 99 inclusive:
 The WX Absence Calendar includes the total current carry over balance when it is
greater than zero. The value does not include future time off requested or approved.
Carry over for multiple carry over periods is summed to give a single value.

The WX Accrual Log includes columns with values for each Carry Over period.
 The Absence Calculator in the HR Manager Portal includes columns with values for
each Carry Over period.
Carry Over is time-off earned in a previous period and retained for use in the current
period. Local employment law may specify maximum values and for how long carry over
must be retained.
By default, any available Carry Over time-off is drawn down after Time in Lieu and before
accrued entitlement. The default deduction order can be changed (see page 30).
Show Total Available
Carry Over
Checkbox. If checked, the WX Absence Calendar includes the total available carry over,
calculated as:
Total current carry over - Future time off approved and time off requested in the current
leave year.
To avoid confusion, choose either Show Total Available Carry Over or Show Carry Over.
Show Accrued Total
Checkbox. If checked, the Absence display includes the current total time due to the
Team Member. The total includes accrued entitlement, time in lieu, and carry over,
minus any time taken, all for the current period.
Show Accrued
Balance
Checkbox. If checked, the Absence display includes the accrued time due to the Team
Member without time in lieu or carry over, and minus any time taken in the current
period.
Show Year End
Balance
Checkbox.
If checked, the projected Year End Balance including carry over and time in lieu and
after deducting the current request is displayed in the Collaboration Portal and WX when
Team Members display the New Vacation or Absence request page.
Defaults to checked.
Show Carry Over Year Checkbox. If checked, and multiple carry over periods are configured, the WX Absence
End Totals
Calendar displays a table of the carry over year end balances for each carry over period.
Fairsail Victoria Release Notes
© Fairsail 2016
27
Release Content
Enhanced Absence Features
Field
Description
Show Carryover
Payout
Checkbox. If checked, the Absence Calculator in the HR Manager Portal includes a
section for Carryover Payout, including the amount and date of the most recent payout.
Carry Over Payout is an amount of money paid in compensation for unused carry over
entitlement at the end of a carry over cycle.
Messages section
Alert Message
Text. The Alert Message is displayed to the Team Member and manager when a defined
value for this absence reason is reached. Set values as limits in the Absence Accrual
Seniorities for this rule.
Evidence Message
Text. Used when evidence is required to support an absence. The Evidence Message is
displayed to the Team Member's manager when a defined value for this absence is
reached. Set values as limits in the Absence Accrual Seniorities for this rule.
Ensure that the required fields are in the Absence Manager Evidence Field Set; these
fields are included in the manager's Collaboration Portal page and WX when the
Evidence Trigger has been set.
Block Message
Text. The Block Message is displayed when a defined limit for this absence is reached,
and the limit is set so that the latest entry is not permitted and cannot be saved. Set
limits in the Absence Accrual Seniorities for this rule.
Parental Leave
Message
Text. The Parental Leave Message is displayed when any of the Parental Leave limits are
reached.
System Information section
Show Rate Per Year
Checkbox. If checked, the Rate per Year value is displayed on the Accrual Log.
Show Rate Per Year
Pro Rata
Checkbox. If checked, adjusted values for Amount and Accrual in line with the Team
Member's pro rata ratio are displayed on the Accrual Log.
Pro Rata amounts are displayed when the Team Member:
 Has an FTE (Full Time Equivalent) value other than 1. For example, a part time
employee working four days per week with an FTE of 0.8 shows pro rata amounts
calculated by multiplying a full annual entitlement by 0.8.
 Has a Start Date part way through a leave year. For example, starting 9 months into a
leave year gives a leave entitlement of (0.25 * full annual entitlement).
 Has a change of seniority part way through a leave year. The pro rata value shows the
calculated entitlement combining the old and new seniority values. For example,
moving from 15 days to 18 days annual entitlement 6 months into a leave year gives
a pro rata entitlement of ((15 * 0.5) + (18 * 0.5)) = 16.5 days.
 Has an addition to their accrual with an adjustment.
Fairsail Victoria Release Notes
© Fairsail 2016
28
Release Content
Enhanced Absence Features
5. Select Save.
Fairsail displays the Absence Accrual Rule Detail page with the rule summarized:
You are now ready to define Seniority accrual and limit parameters for the rule.
Fairsail Victoria Release Notes
© Fairsail 2016
29
Release Content
Enhanced Absence Features
Setting Up Carry Over Payout
In some countries it is a requirement to compensate employees for carried over absence entitlement that
could not be taken within the permitted period and has expired. The compensation payment is typically
known as a Carry Over Payout. The Carry Over Payout amount is typically calculated by a formula that
includes the number of days or hours that have expired.
Carry Over values that have expired following the end of a carry over cycle and the date of expiry are held
in the Absence Carryover Bucket object:
 The Amount field holds the Carry Over value for which payment was due. Carry Over value is in days or
hours, depending on the Rate Units used by the Absence Accrual Rule.
 The Expiry Date field holds the date the carry over expired.
To record Carry Over Payout values, check the Show Carryover Payout checkbox on the Absence Accrual
Rule. Carry Over Payout values are then displayed in the Absence Calculator for each Team Member (see
page 32).
Setting Up and Changing Vacation Deduction Order
When booking an absence, Team Members may have access to more than one category, typically including
time in lieu, carry over, and accrual. By default, Fairsail deducts vacation requests from available categories
in a standard order:
1. Time in lieu
2. Carry Over
3. Accrued entitlement
You can control deduction order for each absence type as defined by the Absence Accrual Rule:
1. Open the Absence Accrual Rule.
2. On the Absence Accrual Rule Detail page, select Deduct Order:
Fairsail Victoria Release Notes
© Fairsail 2016
30
Release Content
Enhanced Absence Features
Fairsail displays the Absence deduction order page:
The picklist shows the categories of absence available for this Absence Accrual Rule, including multiple
carry over periods when these have been configured (see page 15).
3. To change the deduction order, select a category and use the Up and Down arrows.
4. Select Save.
The Absence Calculator uses Deduction Order to control the order of the columns when displaying a Team
Member's absence calculation. For example, an absence deduction order of:
1. Time in Lieu
2. Carry Over 1
3. Carry Over 2
4. Accrual
...displays as:
Deduction order reverts to the default order when you change the value of Carry Over Months on the
Absence Accrual Rule.
To display Deduction Order on the Absence Accrual Rule Detail page:
1. On the Absence Accrual Rule Detail page, select Edit Layout.
Fairsail displays the Absence Accrual Rule Layout page.
2. Select the Deduct Order field, drag and drop it onto the page layout.
3. Select Save.
Fairsail Victoria Release Notes
© Fairsail 2016
31
Release Content
Enhanced Absence Features
Multiple Carry Over Periods in the HR Manager Portal
When an Absence Accrual Rule is set up with a Carry Over Months value of 13 or more, multiple carry over
periods are automatically created.
In the HR Manager Portal, the Absence Calculator for Team Members allocated to an Absence Accrual
Pattern including the Rule shows columns for each category of absence, including columns for each carry
over period. Columns are displayed left to right in the order of deduction:
 Bracketed dates following Carry Over values are expiry dates for that Carry Over.
 The Absence Calculator uses colors to help interpretation:
Fairsail Victoria Release Notes
© Fairsail 2016
32
Release Content
Enhanced Absence Features
 If the Absence Accrual Rule has the Show Carryover Payout checkbox checked, the Absence Calculator
includes the Carryover Payout section:
o
Amount displays the Carry Over value for which payment was due. Carry Over value is in days or
hours, depending on the Rate Units used by the Absence Accrual Rule.
Amount is updated on the Reset Date, or if an adjustment is made to the absence accrual (see page
35), overriding Amount with a blank value.
Amount is stored in the Amount field on the Absence Carryover Bucket object.
o
Date is the date the carry over expired.
Date is stored in the Expiry Date field on the Absence Carryover Bucket object.
Fairsail Victoria Release Notes
© Fairsail 2016
33
Release Content
Enhanced Absence Features
Multiple Carry Over Periods in WX
When Fairsail is configured to carry over absence entitlement for 13 months or more, WX displays
additional information. Carry over is broken down into year long periods, so:
 A 13 month carry over produces two carry over periods, Carry Over 1 and Carry Over 2.
 A 25 month carry over produces three carry over periods, Carry Over 1, Carry Over 2, and Carry Over 3.
The Absence Accrual Log includes columns for each carry over period, and uses color coding for additions,
subtractions, and resets:
The Absence Calendar includes the current total carry over entitlement for all carry over periods:
Fairsail Victoria Release Notes
© Fairsail 2016
34
Release Content
Enhanced Absence Features
Absence Adjustments and Absence Accruals Related Lists
At the bottom of the Absence Calculation section are related lists for Absence Adjustments and Absence
Accruals for this Team Member's Employment Record:
Absence Adjustments and Absence Accruals can also be displayed as related lists directly on the
Employment Record.
 New Absence Adjustment enables you to apply changes to the Absence Accrual Rules for this Team
Member.
To apply a new adjustment to this Employment Record, select New Absence Adjustment.
 New Absence Accrual enables you to set specific values for accrual, carry over, and time in lieu for this
Team Member, typically as part of setting up the system for a new or returning Team Member, or to
provide new values from a given date.
To apply a new set of accrual values to this Employment Record, select New Absence Accrual:
Fairsail Victoria Release Notes
© Fairsail 2016
35
Release Content
Enhanced Absence Features
Fairsail displays the New Absence Accrual Edit page:
The fields in the Accrual Settings section are controlled by the Create Absence Accrual Field Set on
the Absence Accrual object.
Fairsail Victoria Release Notes
© Fairsail 2016
36
Release Content
Enhanced Absence Features
If you have configured multiple carry over periods (see page 15), the Create Absence Accrual page
includes an additional Carry Over section:
o
The Carry Over section includes a field for each Carry Over period and the Expiry Date for each.
Expiry The section is populated when you enter the Absence Accrual Rule number.
o
Use the individual Carry Over period and Expiry Date fields to set values for this Team Member from
the Effective Date.
o
The Carry Over field in the Accrual Settings section is not used. Any value entered in this field is
ignored.
o
To avoid confusion, remove the Carry Over field from this page by amending the Create Absence
Accrual Field Set on the Absence Accrual object.
Fairsail Victoria Release Notes
© Fairsail 2016
37
Release Content
Enhanced Absence Features
Complete the fields as follows:
Field
Description
Employment Record # The Employment Record number for this Team Member. Automatically completed by
Fairsail.
Name
The Team Member's name. Automatically completed by Fairsail.
Effective Date
The date you want the new values to apply. Accruals work from the Effective Date
onwards using the new values as starting values.
Absence Accrual Rule
The number of the Absence Accrual Rule you are using as the base for the new values.
Select Absence Accrual Rule Lookup
to find and select the Rule.
Type
The Absence type for this Absence Accrual Rule. Automatically completed by Fairsail and
displayed to confirm you have selected the Rule you intended.
Reason
The Absence Reason for this Absence Accrual Rule. Automatically completed by Fairsail
and displayed to confirm you have selected the Rule you intended.
Accrual Settings section
Fields displayed in this section are controlled by the Create Absence Accrual Field Set on the Absence Accrual
object.
Accrual
Number. The number of units of time you want to be treated as Accrued for this Team
Member from the Effective Date.
Next Accrual
Number. The number of units of time you want to be treated as Accrued for this Team
Member for the accrual period following the current one.
Carry Over
Number. The number of units of time you want to be treated as carried over from the
previous period. Set this value to apply with an Effective Date of the first day of the
period into which the carry over is made.
Time In Lieu
Number. The number of units of time you want to be treated as Time In Lieu for this
Team Member from the Effective Date.
Fairsail Victoria Release Notes
© Fairsail 2016
38
Creating Absence Accruals Automatically
Automatically create an absence accrual for all Team Members assigned to an Absence Accrual Pattern at a
specific date, enabling accrued values up to that date to be preserved and not recalculated from the start
of each record. Typically used before a change to an Absence Accrual Rule or Seniority, avoiding the need
to set Team Member values individually.
Examples
 Changing carry over to expire after 6 months instead of 12 months for all employees, with effect from the first of
January this year.
Absence records up to the end of last year are preserved, and continue to show carry over values and deductions
against carry over as they occurred in the past.
 Reducing contractual hours and pro rata vacation entitlement from 100% to 80% for a group of Team Members
assigned to a specific Absence Accrual Pattern, from a given date.
Vacation accrual rates and associated absence records before the change date are preserved at full value. The
accrual rate and earned vacation entitlement is reduced by one fifth (20%) from the effective date.
To be included, Team Members must have active employment records and not be designated as has left.
You can also use the Create Accruals option to set values for accrual, carry over, time in lieu, and next
accrual.
To use the Create Accruals option:
1. Add the Create Accruals button to the Absence Accrual Rule Detail page:
a. Go to Setup > App Setup > Create > Objects
b. Select the Absence Accrual Rule label.
c. Go to Page Layouts and select Edit for the Absence Accrual Rule Layout.
d. In the left panel, select Buttons.
e. Drag and drop the Create Accruals button on to the Custom Buttons area of the page layout.
f. Select Save.
The Create Accruals button is added to the Absence Accrual Rule Detail page and is displayed next time
you open an existing rule.
2. Select the Absence Accrual Pattern hosting the Team Members with the accruals you want to change:
a. Select the Absence Accrual Patterns tab.
b. On the Absence Accrual Patterns Home page, select the Pattern Name you want.
Fairsail displays the Absence Accrual Pattern Detail page.
3. In the Absence Accrual Rules Related List, select the Rule Name for which you want to create an accrual:
Fairsail displays the Absence Accrual Rule Detail page.
Fairsail Victoria Release Notes
© Fairsail 2016
39
Release Content
Enhanced Absence Features
4. Select Create Accruals:
Fairsail displays the Create Absence Accrual for Team Members page:
Fairsail Victoria Release Notes
© Fairsail 2016
40
Release Content
Enhanced Absence Features
If you have configured multiple carry over periods (see page 15), the Create Absence Accrual for Team
Members page includes an additional Carry Over section:
o
The Carry Over section includes a field for each Carry Over period, along with the Expiry Date for
each. Expiry Date values are displayed when you enter an Effective Date.
o
Use the individual Carry Over period fields to set values for all Team Members assigned to this
Absence Accrual Pattern from the Effective Date.
o
The Carry Over field in the Calculation Override section is not used. Any value entered in this field is
ignored.
o
To avoid confusion, remove the Carry Over field from this page by amending the Create Absence
Accrual Field Set on the Absence Accrual object.
Fairsail Victoria Release Notes
© Fairsail 2016
41
Release Content
Enhanced Absence Features
5. Complete the fields as follows:
Effective Date
Team Member accruals up to this date are used as the starting values for accruals after
this date.
For example, if Effective Date is set to 31 December 2015, Team Member accrual values
at 31 December 2015 are used as the base values for accruals into 2016.
Calculation Override section
These fields are optional. Use to override calculated values for all Team Members assigned to an Absence Accrual
Pattern from the Effective Date.
Accrual
The value of the Accrual you want to set as the value for all Team Members assigned to
the selected Absence Accrual Pattern from the Effective Date.
Carry Over
The value of Carry Over you want to set as the value for all Team Members assigned to
the selected Absence Accrual Pattern from the Effective Date.
Time In Lieu
The value of Time in Lieu you want to set as the value for all Team Members assigned to
the selected Absence Accrual Pattern from the Effective Date.
Next Accrual
The value of the Accrued Balance for the next absence year you want to set as the value
for all Team Members assigned to the selected Absence Accrual Pattern from the
Effective Date.
6. Select Submit.
Fairsail displays a progress message:
7. Select OK.
 Fairsail creates the accrual and sends you an email to confirm that the re-calculation has completed with
no errors.
 If errors occur during the re-calculation they are itemized in
the email - for example:
Team Member names are links to take you directly to the Team Member page.
 Results are available immediately on the Absence Calculator for each Team Member assigned to the
Absence Accrual Pattern.
Fairsail Victoria Release Notes
© Fairsail 2016
42
Release Content
Enhanced Absence Features
Field Sets: Vacation/Absence
Absence Object
Field Set
Purpose
Absence Manager
Fields displayed in the Collaboration Portal Absences page for a Manager entering
absence for a team member.
Absence Manager Alert
Additional fields displayed in the Collaboration Portal Absences page for a
Manager entering absence for a team member when an absence alert has been
triggered.
An absence alert is triggered when the total period of absence for the team
member in the Absence Alert Period is greater than the Absence Alert Above
value.
Absence Alert Period and Absence Alert Above values are defined in the policy for
the team member.
Absence Manager Evidence
Additional fields displayed in the Collaboration Portal Absences page for a
Manager entering absence for a team member when an evidence alert has been
triggered.
An evidence alert is triggered when the period of absence for the current entry is
greater than the Absence Evidence Above value.
The Absence Evidence Above value is defined in the policy for the team member.
This field set prompts the manager to request evidence for the absence, such as a
medical certificate or self certification.
Absence Team Member
Fields displayed in the Collaboration Portal Absences page for a Team Member
reporting absence.
Parental Manager
Fields displayed in the Collaboration Portal Absences page for a Manager entering
Parental Leave for a Team Member.
Parental Team Member
Fields displayed in the Collaboration Portal Absences page for a Team Member
requesting Parental Leave.
Vacation Manager
Fields displayed in the Collaboration Portal Vacation / Paid Time Off page for a
manager entering vacation for a team member.
Vacation Team Member
Fields displayed in the Collaboration Portal Vacation / Paid Time Off page for a
team member entering a vacation request.
Absence Accrual Object
Field Set
Purpose
Create Absence Accrual
Fields displayed on the Create Absence Accrual page, in the Accrual Settings
section.
Fairsail Victoria Release Notes
© Fairsail 2016
43
Release Content
Enhanced Absence Features
Translation Workbench: Vacation/Absence
Absence Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual Seniority
Lookup (Absence Accrual
Seniority)
Action
Formula (Text)
Action Date
Formula (Date)
Actual Arrival Date
Date
Alert Trigger
Checkbox
Approval Date
Date
Approved
Checkbox
Back To Work Interview Date
Date
Back To Work Interview Required
Checkbox
Certified Date
Date
Confirmed Date
Date
Days Taken By Partner
Number (6,0)
Days/Hours
Number (3,2)
Earliest Parental Leave End
Formula (Date)
Earliest Parental Leave Start
Formula (Date)
Employment Record
Master-Detail (Employment
Record)
End Date
Date
End Date Provisional
Checkbox
Evidence Trigger
Checkbox
Expected Arrival Date
Date
Is Parental Leave
Checkbox
Is Private
Checkbox
Last Modified Accrued Balance
Number (4,2)
Last Modified Balance
Number (4,2)
Last Modified Reason Rolling
Days/Hours
Number (5,2)
Last Modified Reason Year Days/Hours
Number (5,2)
Last Modified Type Rolling Days/Hours
Number (5,2)
Last Modified Type Year Days/Hours
Number (5,2)
Latest Parental Leave End
Formula (Date)
Latest Parental Leave Start
Formula (Date)
Fairsail Victoria Release Notes
© Fairsail 2016
44
Release Content
Enhanced Absence Features
Absence Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Manager Action
Formula (Text)
Manager Action Date
Formula (Date)
Medical Certificate Required
Checkbox
Months Since End
Formula (Number)
Notes
Long Text Area (32000)
Notification Date
Date
Notification Type
Picklist
Paid
Checkbox
Picture
Text (20)
Rate Units
Formula (Text)
Reason
Picklist
Rejected Date
Date
Return Intent
Picklist
Self Certificate Required
Checkbox
Show Team
Formula (Text)
Start Date
Date
Status
Formula (Text)
Still Birth
Checkbox
Team Member
Formula (Text)
Team Member Name
Formula (Text)
Type
Formula (Text)
Fairsail Victoria Release Notes
© Fairsail 2016
45
Release Content
Enhanced Absence Features
Absence Accrual Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual Pattern Name
Formula (Text)
Absence Accrual Rule
Lookup (Absence Accrual Rule)
Accrual
Number (4,4)
Carry Over
Number (4,4)
Effective Date
Date
Employment
Master-Detail (Employment
Record)
Next Accrual
Number (4,4)
Reason
Formula (Text)
Time in Lieu
Number (4,4)
Type
Formula (Text)
Absence Accrual Pattern Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Hours to Days Conversion Factor
Number (2,3)
Inherits From
Lookup (Absence Accrual
Pattern)
Rate Units
Picklist
Absence Accrual Rule Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual Pattern
Master-Detail (Absence Accrual
Pattern)
Accrue During Paid Absence
Picklist
Accrue During Unpaid Absence
Picklist
Additional Fieldset
Text (80)
Adjust Base For FTE
Checkbox
Adjust Carry Over For FTE
Checkbox
Adjust Limits For FTE
Checkbox
Adjust Minimum Accrual For FTE
Checkbox
Adjust Rate For FTE
Checkbox
Alert Message
Text (255)
Fairsail Victoria Release Notes
© Fairsail 2016
46
Release Content
Enhanced Absence Features
Absence Accrual Rule Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Base Date
Date
Block Message
Text (255)
Carry Over Months
Number (2,0)
Deduct Order
Text (255)
Default
Checkbox
End Date Provisional Default
Checkbox
End Part Period
Picklist
Evidence Message
Text (255)
Front Load
Checkbox
Is Paid
Checkbox
Is Parental Leave
Checkbox
Is Private Default
Checkbox
Length Limit In Calendar Days
Checkbox
Parental Leave Message
Text (255)
Rate Per
Picklist
Reason
Text (80)
Reset Day
Picklist
Reset Month
Picklist
Reset On Service Anniversary
Checkbox
Rolling Months
Number (3,0)
Rounding Mode
Picklist
Rounding to Nearest
Number (5,4)
Seniority Change On Reset
Checkbox
Show Accrual Log
Checkbox
Show Accrued Balance
Checkbox
Show Accrued Total
Checkbox
Show Calculated Days
Checkbox
Show Carry Over
Checkbox
Show Carry Over Year End Totals
Checkbox
Show Carryover Payout
Checkbox
Show Rate Per Year
Checkbox
Show Rate Per Year Pro Rata
Checkbox
Show Time In Lieu
Checkbox
Show Total Available Carry Over
Checkbox
Fairsail Victoria Release Notes
© Fairsail 2016
47
Release Content
Enhanced Absence Features
Absence Accrual Rule Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Show Year End Balance
Checkbox
Start Part Period
Picklist
Type
Picklist
Use Accrual From Previous Year
Checkbox
Use Rounding
Checkbox
Zero Negative Accrual On Reset
Checkbox
Absence Carryover Bucket Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual
Master-Detail (Absence Accrual)
Amount
Number (4,4)
Expiry Date
Date
Absence Accrual Seniority Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual Rule
Master-Detail (Absence Accrual
Rule)
Alert Maximum Length
Number (4,2)
Alert Maximum Occurrences
Number (4,0)
Alert Maximum Total
Number (4,2)
Alert Minimum Accrual
Number (4,2)
Alert Minimum Year End
Number (4,2)
Block Maximum Length
Number (4,2)
Block Maximum Occurrences
Number (4,0)
Block Maximum Total
Number (4,2)
Block Minimum Accrual
Number (4,2)
Block Minimum Year End
Number (4,2)
Earliest Parental Leave End
Number (3,0)
Earliest Parental Leave Start
Number (3,0)
Evidence Maximum Length
Number (4,2)
Evidence Maximum Occurrences
Number (4,2)
Fairsail Victoria Release Notes
© Fairsail 2016
48
Release Content
Enhanced Absence Features
Absence Accrual Seniority Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Evidence Maximum Total
Number (4,2)
Latest Parental Leave End
Number (3,0)
Latest Parental Leave Start
Number (3,0)
Maximum Accrual
Number (4,2)
Maximum Carry Over
Number (4,2)
Rate
Number (4,4)
Rate Base
Number (4,2)
Seniority
Number (10,0)
Absence Adjustment Object
Use Setup > Administration Setup > Translation Workbench > Override to
rename these custom fields
Default Field Label
Field Label Override
Field Type
Absence Accrual Rule
Lookup (Absence Accrual Rule)
Employment Record
Master-Detail (Employment
Record)
End Date
Date
Rate Adjust
Number (4,4)
Rate Rule
Picklist
Rationale
Text Area (255)
Reason
Formula (Text)
Start Date
Date
Type
Formula (Text)
Fairsail Victoria Release Notes
© Fairsail 2016
49
Release Content
Add New Hires through a Single Page
Add New Hires through a Single Page
Use a single page on the Fairsail HCM HR Manager Portal to:
 Create the Team Member record.
 Create the Employment Record.
 Create the link to the line manager.
 Create initial compensation records including:
o
Salary amount
o
Salary start date
o
Projected bonus as a percentage of salary
 Allocate a Benefit Set.
 Calculate the pro-rata vacation allowance for new hires who start part way through a leave year.
Select the process by checkbox - you can revert to the alternative multi-page New Hire entry by unchecking
(see page 51).
Fairsail Victoria Release Notes
© Fairsail 2016
50
Release Content
Add New Hires through a Single Page
Setting Up Single Page New Hire
1. Go to Setup > App Setup > Installed Packages.
2. On the Installed Packages page, select Configure for the Fairsail Human Capital Management package.
3. On the Configure page, scroll down to the New Hire Wizard section and select Use New Hire Process.
4. Select Save.
The Single Page New Hire Process is now invoked when you select New on the Team Member home page.
Single Page New Hire uses existing Field Sets to present new hire fields under a set of tabs:
Tab
Field Set
Object > Field Set
Team Member
Team Member > New Hire
 You can add fields to the Team Member > New Hire Field Set from Team
Member, Manager, and Policy objects to add to those displayed on the
Team Member tab.
 Fields added to the Field Set from the Current Employment Record do not
show on the Team Member tab.
Employment Details
Employment Record > New Hire
Salary
Salary > New Hire
Benefits
Employment Record > New Hire Benefits
 Make sure that the Field Sets include the fields you want to present for completion as part of the
process.
 Empty Field Sets result in empty tabs.
 If you use Field Set Mapping, use your own custom Field Sets within HCM to replace the defaults.
Fairsail Victoria Release Notes
© Fairsail 2016
51
Release Content
Add New Hires through a Single Page
Using Single Page New Hire
1. In the HR Manager Portal select the Team Members tab.
2. On the Team Members Home page, select New.
Fairsail displays the Team Member New Hire page:
3. Complete the fields as follows:
Field
Description
First Name
Mandatory. Text, up to 80 characters. The Team Member's given name.
Last Name
Mandatory. Text, up to 80 characters. The Team Member's family name or surname.
Start Date
Mandatory. The date the Team Member's employment is to start. Select today's date to
the right of the field, or select the field to display a calendar, then choose the Start Date.
Department
Mandatory. Picklist, showing the Departments you manage. Departments you do not
manage are not listed. Select the picklist and choose the Department hosting the new
Team Member. The Department sets the Manager and Policy for the Team Member.
Policy (Optional
Override)
Optional. Picklist. To override the Policy linked to Department, select the picklist and
choose the Policy you want to apply to this Team Member.
Fairsail Victoria Release Notes
© Fairsail 2016
52
Release Content
Add New Hires through a Single Page
4. Select Save and Continue to create the basic Team Member record and continue with the New Hire
Process.
Fairsail displays the Team Member New Hire tab page:
o
Team Member, Employment Details, Salary, and Benefits tabs use existing Field Sets to control
content (see page 51), so the fields you see depend on the Field Sets.
o
Complete the fields you need to add detail to the new Team Member records.
o
To delete all your entries including the basic Team Member record at any stage of the process, select
Delete. You are asked to confirm:
Select Yes to delete the New Hire.
Fairsail Victoria Release Notes
© Fairsail 2016
53
Release Content
Add New Hires through a Single Page
o
If you enter dates that are incompatible, for example, a salary start date that is before the
employment start date, Fairsail displays a Warning:
You can Confirm that the dates are as you intend and continue the process, correct the date(s) and
then Confirm, or Delete the complete record.
If the warning relates to the Continuous Service Date and you change the date before Confirming,
select Save and then Confirm again to create the Team Member.
5. On the Team Member tab:
o
You can edit the Start Date, First Name, and Last Name you entered on the first page.
o
You cannot change Policy or Department.
Team Members link to a Policy through an HR Department. To set a different Policy or Department
for the New Hire, Delete the New Hire and start again.
6. On the Salary tab:
o
If you enter a value in Currency, Amount, or Annual Multiplier, you must enter values in all three.
Fairsail Victoria Release Notes
© Fairsail 2016
54
Release Content
Add New Hires through a Single Page
7. On the Absence tab:
o
Amending the Start Date recalculates and redisplays the Year End Balances to give an accurate
pro-rata value.
o
You can use the Work Days Pattern (Optional Override) picklist to select an alternative Work Days
Pattern. The default is taken from the Policy associated with the Department selected, or the Policy
override provided, on the first page.
o
You can use the Absence Accrual Pattern (Optional Override) picklist to select an alternative
Absence Accrual Pattern. The default is taken from the Policy associated with the Department
selected, or the Policy override provided, on the first page. Changing the Absence Accrual Pattern
recalculates and redisplays the Year End Balances in line with the associated Absence Accrual Rule(s).
o
Amending the Continuous Service Date, FTE, or Hours Worked values on the Employment Details tab
recalculates and redisplays the Year End Balances.
8. Select Save.
The New Hire records are created with the values you entered.
Fairsail Victoria Release Notes
© Fairsail 2016
55
Release Content
Talent Plan 9 Box Grid View
Talent Plan 9 Box Grid View
When configured, WX enables you to display Talent Plans as 9 box grids for complete
teams:
Fairsail Victoria Release Notes
© Fairsail 2016
56
Release Content
Talent Plan 9 Box Grid View
9 Box Grid view displays the Performance against Potential grid for your team, with each member in the box for their
rating
To switch between Talent Plan Org
Chart view and 9 Box Grid view use the
feature toggle:
Select your direct reports who are
managers to view their teams:
Use the picklist to drill down to show
teams within teams.
Fairsail Victoria Release Notes
© Fairsail 2016
57
Release Content
Talent Plan 9 Box Grid View
Fairsail Victoria Release Notes
© Fairsail 2016
58
Release Content
Talent Plan 9 Box Grid View
The display is responsive, so boxes may
not always be big enough to hold all
Team Members. In those cases, select
the total number indicator at bottom
right of the box:
Fairsail displays all Team Members classified in that box:
Direct reports show solid lines for
image borders:
Cross reports show broken lines for
image borders:
...or in the Firefox browser a lighter gray border:
To display more detail on a Team
Member, hover on the Team Member
image:
In mobile devices, select the Team
Member name, not the image.
The fields displayed can be configured.
Ask your Administrator to change the
Talent Plan 9 Box Grid Details Field Set
on Team Member.
To display full Talent Plan detail for a
Team Member, select the Team
Member:
In mobile devices, select the Team
Member image, not the name.
Fairsail Victoria Release Notes
© Fairsail 2016
59
Release Content
Talent Plan 9 Box Grid View
Fairsail displays the Talent Plan Detail view for the Team Member, including the 9 Box Grid Classification:
Select the 9 Box Grid button to return to the 9 Box Grid view.
Team Members who are not direct reports or cross reports - but whose Talent Plans you can see - include the 9 Box
Grid feature toggle on their Talent Plan Detail views. Select the toggle to display the 9 box grid for the Team Member
within their team.
Team Members without a Talent Plan and Team Members excluded from your view by permissions are displayed as
Unclassified beneath the Team 9 box grid:
Fairsail Victoria Release Notes
© Fairsail 2016
60
Release Content
Talent Plan 9 Box Grid View
Talent Plan Configuration
To set up Talent Plan for your users:
 Set the Policy options to give access to the views you want (see page 61).
 Talent Plan 9 Box Grid view is available in WX, not Collaboration Portal.
 All labels on the Talent Plan 9 Box Grid view are Custom Labels, enabling full customization and
translation (see page 63).
 If you select the Talent Plan 9 Box Grid view, ensure Team Member visibility is defined to enable display
in Grid view.
You can see Team Members in the Talent Plan 9 Box Grid if:
 Talent Plan 9 Box Grid is checked in your Policy.
 The Team Member's manager can view the Team Member's Talent Plan.
o
If the manager is a cross reporting manager for the Team Member, make sure that Talent Plan is
checked for that type of cross reporting manager on the Configure page.
o
If the Team Member’s manager cannot view the Team Member’s Talent Plan, the Team Member is
displayed in the Unclassified box.
 The Team Member has a Talent Plan.
If the Team Member does not have a Talent Plan, the Team Member is displayed in the Unclassified box.
Policy Options: Talent Plan
Option
Description
Talent Plans
Checkbox. If checked, the Talent Plan process is active and visible to
Collaboration Portal and WX users. If checked and Talent Plan 9 Box Grid is
not checked, Talent Plans display in org chart view.
Talent Plan 9 Box Grid
Checkbox. If checked, Talent Plan 9 Box Grid is available for WX users as a
display option in addition to the org chart view. Talent Plans must also be
checked.
Talent Plan Repeat
Number. Number of months between Talent Plan reviews. The manager is
prompted to review the Talent Plan when due.
Talent Assessments
Not used.
Talent Assessment Range
Not used.
Fairsail Victoria Release Notes
© Fairsail 2016
61
Release Content
Talent Plan 9 Box Grid View
Field Sets: Talent Plan
Team Member Object
Field Set
Purpose
Talent Plan 9 Box Grid Details
Fields displayed on hover over Team Member image on Talent Plan 9 Box Grid
view. Use touch on mobile to display the fields:
Fairsail Victoria Release Notes
© Fairsail 2016
62
Release Content
Talent Plan 9 Box Grid View
Custom Labels: Talent Plan 9 Box Grid View
Fairsail Victoria Release Notes
© Fairsail 2016
63
Release Content
Talent Plan 9 Box Grid View
To edit Custom Labels:
1. Go to Setup > App Setup > Create > Custom Labels.
2. Sort the listing by selecting the column header. For example, to sort by Name, select the Name column
header.
3. Use the letter and Next Page selectors
to find the Label you want.
4. Select the Custom Label Name to display the Custom Label Detail page.
5. On the Detail page, in the Local Translations / Overrides Related List, select New Local Translations /
Overrides.
Fairsail displays the New Translation page.
To use your own value for the English label:
o
In the Language picklist select English.
o
In Translation Text, enter the value you want to use for the Label.
To provide a translation into another language:
o
In the Language picklist, select the language. The picklist lists all languages available in your org.
o
In Translation Text, enter the translation you want to use for the Label.
6. Select Save.
Next time you refresh the view using the Custom Label or select the language of the translation your new
value is displayed.
Fairsail Victoria Release Notes
© Fairsail 2016
64
Payflow Enhancements
 When deleting old Payroll batches to reclaim space, you can now choose to delete associated Payroll
Lines at the same time. Use the Delete Payroll Lines With Batch option on the Payflow Service (see page
66), when configuring the download (see page 68), or when configuring the upload (see page 78).
 Specify the fields to exclude when assessing if a record has changed - use the Ignore In Record Change
checkbox when mapping fields to a download file (see page 81).
Fairsail Victoria Release Notes
© Fairsail 2016
65
Adding a New Payflow Service
A Fairsail Payflow Service provides a complete definition of the interface between Fairsail and an external
service, including:
 Configuring the download from Fairsail to the external system.
 Specifying download file content and format.
 Mapping fields between download files and files of the target system.
 Configuring the upload from the external system to Fairsail.
 Mapping fields between the source system and Fairsail.
The external service can be a Payroll Agency, a Benefit Supplier, or another host of HCM or HRIS
information.
To add a new Payflow Service:
1. Click the Payflow Services tab.
Fairsail displays the Payflow Services Home page.
2. Click New:
Fairsail displays the New Payflow Service Edit page:
Fairsail Victoria Release Notes
© Fairsail 2016
66
Release Content
Payflow Enhancements
3. Complete the fields as follows:
Field
Description
Payflow Service Name A name for the service.
Create Change Log
Checkbox. If checked, Payflow logs the changes identified by the service each time a
batch runs. The log file is attached to the batch in the Notes & Attachments Related List.
Send Reports To
The name of the Fairsail user to receive download reports. Use Lookup
Delete Batch After
Days
Not displayed by default. You can add to the page layout through Setup > App Setup >
Create > Objects > Payflow Service > Page Layouts.
if necessary.
Number of days after which download batches are deleted.
For example, if set to 0 all previous download batch runs are deleted after the current
one has run; only the latest download is kept. If set to 7 all downloads over a week old
are deleted.
Useful for constraining the amount of download data held, and particularly valuable for
managing changes only download data which can accumulate quickly.
Delete Payroll Lines
With Batch
Not displayed by default. You can add to the page layout through Setup > App Setup >
Create > Objects > Payflow Service > Page Layouts.
Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is
deleted. If not checked, deleting a batch does not delete associated Payroll Lines.
Useful in managing the volume of stored Payflow data.
4. Click Save to save the Service and close the Payflow Services Edit page. Fairsail displays the Payflow
Service Console for the service you just added.
Click Save & New to save this service and add another.
You can now set up the service by adding download and upload configuration details.
Fairsail Victoria Release Notes
© Fairsail 2016
67
Release Content
Payflow Enhancements
Configuring a Download
Downloads are configured as part of Payflow Services. Each service has one set of configuration settings
that can apply to one or more download files. Once configured, you can run the download and use it as a
means of sending data to any target system; you do not have to use the download exclusively for payroll
data or as part of a fully configured payroll service. You can also specify parameters to run the download
automatically to a pre-defined schedule.
By default, downloads are encoded as UTF-8 to enable inclusion of international character sets.
To configure a download:
1. Select the Payflow Services tab.
Fairsail displays the Payflow Services Home page.
2. If you want to configure a download as part of an existing Payflow Service:
a. Select a View that includes the service you want.
b. Select the Payflow Service Name:
Fairsail displays the Payflow Service Console for the Service.
3. If you want to configure a download for use outside a Payflow service or as part of a new service:
a. Select New:
Fairsail displays the New Payflow Service Edit page:
b. In Payflow Service Name, enter a name for the Service.
c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run
by the Service.
d. In Send Reports To, enter the name of the Fairsail user to receive download reports. Use Lookup
if necessary.
Fairsail Victoria Release Notes
© Fairsail 2016
68
Release Content
Payflow Enhancements
e. Select Save.
Fairsail displays the Payflow Service Service Console for the Service.
4. On the Payflow Service Console, select Configure:
Fairsail displays the Configure page for the Payflow Service.
5. In the Download Files section select Download Configure:
Fairsail displays the Download Configure page.
6. Complete the fields as follows:
Field
Description
Options section
Download Record
Length
Number of bytes. If the download must be in records of fixed length, specify the length,
excluding file delimiters.
The value you specify can be overridden with a different value for an individual
download file.
If you leave this field blank, downloaded files have variable length records. Specify
record delimiter characters in Download Record Delimiter.
Download Record
Delimiter
Characters representing a break between records. The characters are operating system
specific. For operating systems using ASCII use:
 \r for return/carriage return.
 \n for newline/line feed.
If you leave this field blank the record delimiter defaults to \r\n. This is the record
delimiter used for CSV (comma-separated value) files.
If you are downloading records of fixed length leave this field blank and specify a value in
Download Record Length.
Download Field
Delimiter
Characters representing a break between fields within a record.
 For CSV (comma-separated value) files use , (comma).
Fields containing a comma as part of the data, for example currency values using
commas as thousands indicators, automatically have those fields enclosed in double
quotes (").
 For TSV (tab-separated value) files use \t
If you leave this field blank the field delimiter defaults to a comma.
Fairsail Victoria Release Notes
© Fairsail 2016
69
Release Content
Payflow Enhancements
Field
Description
The following object specific fields enable you to specify a base group of Team Members to supply data for
download.
Team Member Selection section
Team Member Select
Field
Picklist. The field from the Team Member object you want to use to select Team
Member data to include in the download. You can specify any text or formula field,
including custom fields you have added to your org. If you need to use complex logic,
create a new formula field on the Team Member object to hold the logic, then select the
new field here.
Select the picklist and choose the field. Use Team Member Select Field in conjunction
with Team Member Select Value to control the data that can be used as the basis for the
download.
Team Member Select
Value
The value of the field chosen in Team Member Select Field for data to be used as the
basis for the download.
If you specify a value that does not exist for the field you have chosen, the download will
fail.
If you leave this field blank, data can be included in the download only if the value of the
selected field is blank.
For logical NOT Use !
For example, with fHCM2__Country__c in Team Member Select Field:
 France specifies all Team Members with the value France in the Country field.
 !France specifies all Team Members with any value other than France in the Country
field.
 ! on its own specifies all Team Members with any value other than blank in the
Country field.
 A blank field specifies all Team Members with no value in the Country field.
Job History Select
Field
Picklist. The field from the Job History object you want to use to select Team Member
data to include in the download. Use Job History Select Value to specify the value the
field must match to qualify Team Member data for download.
Select the picklist and choose the field.
Typically used for identifying Team Members who have changed reporting country since
the last batch was run.
Job History Select
Value
The value of the field chosen in Job History Select Field for data to be used for the
download.
Team Member Select
Dates
Checkbox. Enables you to select Team Members who were employed by your
organization for the whole of the download (Payroll) period.
If checked, Team Member records are selected for the specified Payroll period if:
 The Employment Record Start Date is before the Payroll period.
AND
 There is no Employment Record End Date, or the Employment Record End Date
specifies a date after the end of the Payroll period.
If unchecked, Team Member records are not selected on the basis of their Employment
Record start and end dates. To include all Team Member records, leave unchecked.
Fairsail Victoria Release Notes
© Fairsail 2016
70
Release Content
Payflow Enhancements
Field
Description
Salary Select Dates
Checkbox. Enables you to select salary records for Team Members with salary start dates
that started before or during the download (Payroll) period. Team Member salary
records that start after the end of the Payroll period are not included.
If checked, Team Member salary records are selected for the specified Payroll period if
the Salary Record Start Date is before or during the Payroll period. Salary records that
start in the future are not selected.
If unchecked, the most recent Team Member salary records are included regardless of
the salary record start date.
Team Member
Include Period Back
Checkbox. Enables you to select Team Member records from the previous download
(Payroll) period as well as the current download period.
If checked, Team Member records from the previous download period are downloaded.
For example, to retain access to Team Members who are terminating and may not be
active in the current download period.
If unchecked, only Team Member records active in the current download period are
downloaded.
Bonus Selection section
Bonus Select Dates
Checkbox. Enables you to select Bonus records for Team members with bonus paid dates
within the download (Payroll) period.
If checked, Team Member Bonus records are included in the download only if the Bonus
paid date falls within the Payroll period.
If unchecked, the most recent Bonus records are included in the download regardless of
the paid date.
Bonus Include Period
Back
Checkbox. Enables you to select Bonus records for Team Members with bonus paid dates
in the previous download (Payroll) period as well as the current download period.
If checked, Bonus records with paid dates in the previous download period are included
in the download.
If unchecked, only the most recent Bonus records are included in the download.
Benefits Selection section
Benefit Include Period Checkbox. Enables you to select Benefit records from the previous download period as
Back
well as the current download period.
If checked, Benefit records from the previous download period are included in the
download.
If unchecked, only Benefit records active in the current download period are included in
the download.
Include Post
Checkbox. Enables you to select Benefit records that apply to Team Members who have
Employment Benefits terminated, for example benefits that remain due to ex-employees as a result of US
COBRA legislation.
If checked, active Benefit records for Team Members who have terminated are included
in the download.
If unchecked, Benefit records for Team Members who have terminated are not included
in the download.
Fairsail Victoria Release Notes
© Fairsail 2016
71
Release Content
Payflow Enhancements
Field
Description
Benefit Select Active
Checkbox.
If checked, only Benefit records marked as active are included in the download.
If unchecked, the status of the active flag is ignored and all Benefit records are included
in the download.
Deduction Select
Dates
Checkbox.
If checked, Benefit records are included in the download only if deductions for the
benefit are currently being made:
 Deduction Start Date is before or during the download period, or null.
AND
 Deduction End Date is during or after the download period, or null. When Deduction
Start Date is specified and Deduction End Date is blank, Deduction End Date is taken
as an unspecified future date.
If unchecked, Deduction start and end dates are ignored when selecting Benefit records.
Note that Deduction Start and End dates may not be the same as Benefit Start and End
dates.
Absence Selection section
Absence Select Dates
Checkbox.
If checked, Absence records are included in the download only if they fall within the
download period.
If unchecked, Absence record dates are ignored when selecting Absence records for the
download.
Absence Include
Period Back
Checkbox.
If checked, Absence records from the previous download period are included in the
download.
If unchecked, Absence records are included for the current download period only.
Absence Include
Deleted
Checkbox.
If checked, deleted Absence records are included in the download. Deleted Absence
records have the IsDeleted field set TRUE; you can use Payflow batch logic to select
output content based on this setting.
If unchecked, Absence records are included in the download only if they have not been
deleted.
Timesheets Selection section
Timesheet Select
Dates
Checkbox.
If checked, Timesheets are included in the download only if they fall within the download
period.
If unchecked, Timesheet dates are ignored when selecting Timesheet records for the
download.
Fairsail Victoria Release Notes
© Fairsail 2016
72
Release Content
Payflow Enhancements
Field
Description
Timesheet Select
Approved Dates
Checkbox.
If checked, Timesheets are included in the download if they have been approved during
the download period.
If unchecked, Timesheet approval dates are ignored when selecting Timesheet records
for the download.
Timesheet Select Paid Checkbox.
Dates
If checked, Timesheets are included in the download if they have been paid during the
download period.
If unchecked, Timesheet paid dates are ignored when selecting Timesheet records for
the download.
Timesheet Include
Period Back
Checkbox.
If checked, Timesheet records from the previous download period are included in the
download.
If unchecked, Timesheet records are included for the current download period only.
Start Date and End Date of Period section
Payroll Base Date
Date. The date used as the starting date for calculating payroll (download) run dates.
Multiples of the Payroll Period are added to the Payroll Base Date to determine the next
payroll (download) run date.
Enter a date, or click the field to display a calendar so that you can select a date. To use
today's date, click today's date displayed to the right of the field:
Payroll Period
Picklist.The interval between payroll (download) runs. By applying multiples of the
Payroll Period to the Payroll Base Date, Fairsail calculates the date of the next payroll
(download) run.
Select the picklist and choose from:
 Monthly
On the same day of every month.
 Semi-monthly
Twice a month. The Payroll Base Date must be the first or the last day of the month.
Payroll runs are then made on that day of every month and on the mid-day of the
month, typically the 15th.
 Biweekly
Every two weeks.
 Weekly
On the same day of every week.
Fairsail Victoria Release Notes
© Fairsail 2016
73
Release Content
Payflow Enhancements
Field
Description
Days Back For Start
Date
To set a start date in the past that is not tied to a Payroll Period. The value you specify is
used by Payflow if Payroll Period is set to None, so use this field if you do not complete
Payroll Base Date and Payroll Period.
Days Back For Start Date enables you to set the download batch to run for a sliding
window of days, rather than the fixed dates of a payroll period.
Enter the number of days in the past from which you want the download data to start.
Enter numbers as positive integers.
Use with Days Future For End Date to specify an end date other than today. If Days
Future For End Date is not set, or set to zero, the end date is set to today.
Days Future For End
Date
To set an end date in the future that is not tied to a Payroll Period. The value you specify
is used by Payflow if Payroll Period is set to None, so use this field if you do not complete
Payroll Base Date and Payroll Period.
Days Future For End Date enables you to set the download batch to run for a sliding
window of days, rather than the fixed dates of a payroll period.
Enter the number of days in the future you want the download data to end. Enter
numbers as positive integers.
Use with Days Back For Start Date to specify a start date other than today. If Days Back
For Start Date is not set, or set to zero, the start date is set to today.
Fairsail Victoria Release Notes
© Fairsail 2016
74
Release Content
Payflow Enhancements
Automatic Processing section
When scheduling multiple batches, set start times at least 10 minutes apart. Running multiple batches
simultaneously can result in conflicts if a required record has been locked by another service.
Batch Start Cron
Command
An expression to specify the time sequence to be followed for downloads, for example:
 Every day at 1pm: 0 0 13 * * ?
 Every Friday at 5pm: 0 0 17 ? * FRI
 The last Thursday of every month at 22:00: 0 0 22 ? * 5L
The expression must be of the form:
[sec] [min] [hr] [day_of_month] [month] [day_of_week] [year]
Where:
 [sec] is the time in seconds, from 0 to 59.
No special characters can be used.
 [min] is the time in minutes, from 0 to 59.
No special characters can be used.
 [hr] is the time in hours using the 24 hour clock, from 0 to 23.
Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)
 [day_of_month] is the date in the month, from 1 to 31.
Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward
slash) L W
 [month] is the number of the month from 1 to 12, or a three letter abbreviation for
the month:
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)
 [day_of_week] is the number of the day in the week from 1 to 7 starting with
Sunday, or a three letter abbreviation for the day:
SUN MON TUE WED THU FRI SAT
Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward
slash) L # (hash)
 [year] is optional and if used is a year from 1970 to 2099.
Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)
See below for special characters and further examples.
Fairsail Victoria Release Notes
© Fairsail 2016
75
Release Content
Payflow Enhancements
Special characters:
 , (comma)
A value delimiter when specifying more than one value for a parameter.
For example JAN, MAR, JUN to specify more than one month.
 - (hyphen)
A value separator when specifying a range of values for a parameter.
For example JAN-JUN to specify a range of months.
 * (asterisk)
All values for a parameter.
For example * in the day_of_week parameter position specifies all days and the
download runs every day.
 ? (question mark)
No specific value. Used for day_of_month or day_of_week when specifying one and
not the other.
 / (forward slash)
A value separator when specifying increments. The value before the slash specifies
the starting value, the value after the slash is the amount of the increment.
For example 1/5 for day_of_month specifies to run the download every fifth day of
the month starting from the first of the month.
 L
Last value in the range. Available for:
o day_of_month where it means the last day of the specified month.
o day_of_week when used by itself it means Saturday; when used in conjunction
with another day_of_week value it means the last day of that value in the month.
For example, 6L means the last Friday in the month.
 W
Available for day_of_month in conjunction with a day value to specify the nearest
weekday within the month.
For example, 20W, when the 20th is a Saturday runs the download on Friday 19th;
1W, when the 1st is a Saturday runs the download on Monday 3rd, the nearest
weekday within the month.
 # (hash)
A value separator when specifying the nth day_of_week in the month. For example
the 3rd Wednesday of the month. Used for day_of_week. The value before the hash
specifies the day_of_week, the value after the hash specifies the ordinal.
For example, FRI#2 and 6#2 both specify the second Friday in the month; 2#3 and
MON#3 both specify the third Monday in the month.
Fairsail Victoria Release Notes
© Fairsail 2016
76
Release Content
Payflow Enhancements
Example expressions
 0 0 13 * * ?
The download runs every day at 13:00hrs (1pm)
 0 30 22 ? * 6L
The download runs on the last Friday of every month at 22:30. (10:30pm).
 0 0 15 W * L
The download runs on the last weekday of every month at 15:00 (3pm).
 0 45 17 ? * MON-FRI
The download runs Monday through Friday at 17:45 (5:45pm).
 0 0 2 ? * MON#3
The download runs on the third Monday of every month at 02:00 (2am).
Delete Batch After
Days
Number of days after which download batches are deleted.
For example, if set to 0 all previous download batch runs are deleted after the current
one has run; only the latest download is kept. If set to 7 all downloads over a week old
are deleted.
Useful for constraining the amount of download data held, and particularly valuable for
managing changes only download data which can accumulate quickly.
Delete Payroll Lines
With Batch
Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is
deleted. If not checked, deleting a batch does not delete associated Payroll Lines.
Useful in managing the volume of stored Payflow data.
Managed File Transfer section
Complete these fields if you are downloading using managed file transfer.
Outgoing Emails
One or more email addresses to receive the download files. Enter each address on a
separate line.
Outgoing Server
Used if you are downloading using managed file transfer. You also need to complete
your server login credentials on the Payflow Service Configure page.
The name of the server supplying the data for download.
Outgoing Path
Used if you are downloading using managed file transfer. You also need to complete
your server login credentials on the Payflow Service Configure page.
The path within the outgoing server to the directory supplying the data.
7. Select Save.
Fairsail displays the Configure page for the Payflow Service.
Fairsail Victoria Release Notes
© Fairsail 2016
77
Release Content
Payflow Enhancements
Configuring an Upload
Uploads are configured as part of Payflow Services. Once configured, you can run the upload and use it as a
means of loading data from any source system into Fairsail; you do not have to use the upload exclusively
for payroll data or as part of a fully configured payroll service.
To configure an upload:
1. Select the Payflow Services tab.
Fairsail displays the Payflow Services Home page.
2. If you want to configure an upload as part of an existing Payflow Service:
a. Select a View that includes the service you want.
b. Select the Payflow Service Name:
Fairsail displays the Payflow Service Console for the Service.
3. If you want to configure an upload for use outside a Payflow service or as part of a new service:
a. Select New:
Fairsail displays the New Payflow Service Edit page:
b. In Payflow Service Name, enter a name for the Service.
c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run
by the Service.
d. In Send Reports To, enter the name of the Fairsail user to receive upload reports. Use Lookup
necessary.
if
e. Select Save.
Fairsail displays the Payflow Service Console.
Fairsail Victoria Release Notes
© Fairsail 2016
78
Release Content
Payflow Enhancements
4. On the Payflow Service Console, Select Configure:
Fairsail displays the Configure page for the Payflow Service.
5. In the Mapping from Upload File to Payflow Lines section, select Upload Configure.
Fairsail displays the Upload Configure page. Use this page to define key features of the file(s) you are
going to upload so that the contents can be correctly mapped to Fairsail records.
6. Complete the fields as follows:
Field
Description
Options section
Primary Key
Picklist. The value used to link a record in the upload file to a unique Team Member
record in Fairsail. Select the picklist and choose from:
 Payroll Service and Number
If you are uploading data from more than one source (typically, multiple payroll
services), use this option to avoid conflicts between instances of the same
identification number used by more than one service.
 Unique Id
The Team Member's Unique Id as recorded in Fairsail. This is the most commonly
used option for single file uploads.
Records in the upload file with Primary Key blank are ignored and not uploaded.
Upload Record
Delimiter
Characters or a regular expression representing a break between records in the file(s) to
be uploaded. Typically a Return character.
If this field blank the record delimiter defaults to a standard Return character.
Upload Field
Delimiter
Characters representing a break between fields within a record. Typically a comma (,) or
a tab (\t)
If you leave this field blank the field delimiter defaults to a comma to create a standard
comma separated value (CSV) file, using the regular expression:
,(?=(?:[^\"]*\"[^\"]*\")*(?![^\"]*\"))
Fields containing commas are assumed to be enclosed in double quotes ("). Double
quotes at the beginning and end of a field are stripped on import.
To use an alternative character as a delimiter, precede it with a backslash (\). For
example, to use pipe (|) as a field delimiter, enter:
\|
Upload Use Field
Numbers
Checkbox. Enables you to use sequential numbers as field names in the records to be
uploaded.
If checked, the upload process expects to find sequential field numbers starting from 1
for all field names.
If unchecked, the upload process expects to find field names in the first record of the
upload file. Multiple spaces embedded in field names are converted to single spaces, and
case is ignored.
Fairsail Victoria Release Notes
© Fairsail 2016
79
Release Content
Payflow Enhancements
Upload Full File
Checkbox.
If checked, the complete upload file is scanned and compared with the previous upload
run to identify Team Members missing from this upload. The confirmatory email sent on
completing the run lists missing Team Members.
Missing Team Members are possible leavers or terminations; identifying them in the
upload file provides a check and enables you to ensure that all required HR processes are
followed.
If unchecked, no comparison of file content with the previous run is made.
Upload Post
Employment Data
Checkbox.
Upload Attachment
Filename
Picklist of fields in the Payflow Line object. Used to enable import of payslips to Payflow
Line for display through Fairsail WX.
If checked, data can be imported without creating new Employment Records for Team
Members who have left.
Select the picklist and choose the field that contains or references the name of the file.
This can be a field from the csv file to be uploaded, or a formula field that calculates the
file name from data such as the Unique ID.
When selected, an additional batch runs to import payslips after the batch importing
data to Payflow Lines, and before the batch updating HCM objects
Automatic Processing section
Delete Batch After
Days
Number of days after which download batches are deleted.
For example, if set to 0 all previous download batch runs are deleted after the current
one has run; only the latest download is kept. If set to 7 all downloads over a week old
are deleted.
Useful for constraining the amount of download data held, and particularly valuable for
managing changes only download data which can accumulate quickly.
Delete Payroll Lines
With Batch
Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is
deleted. If not checked, deleting a batch does not delete associated Payroll Lines.
Useful in managing the volume of stored Payflow data.
SFTP section
Complete these fields if you are uploading using managed file transfer.
Incoming Server
The name of the server to which you are uploading the data.
Incoming Path
The path to the receiving directory on the Incoming Server.
7. Click Save.
Fairsail displays the Configure page for the Payflow service.
Fairsail Victoria Release Notes
© Fairsail 2016
80
Release Content
Payflow Enhancements
Mapping Fairsail Fields to a Download File
Before you can download data from Fairsail HCM to a file you must define a mapping between the fields in
the HCM data objects and the fields in your file. Mapping enables you to:
 Name the fields in the download file in a way that is meaningful for your organization. You do not have
to retain the HCM field names.
 Set conditions for the mapping to populate fields in the download file when a condition is true.
 Set default values for download file fields when source fields are empty.
 Set further options including:
o
Date format.
o
Translation handling.
o
Character set.
o
Multiple space to single space conversion.
o
Number of digits after a decimal point.
o
Padding character for fixed length fields.
o
Validation.
Every field that you want to download must be mapped - any fields missing from the mapping cannot
appear in your downloaded file(s).
To define field mapping:
1. Click the Payflow Services tab.
Fairsail displays the Payflow Services Home page.
2. Click the Payflow Service Name for which you want to define field mapping.
Fairsail displays the Payflow Service Console for the Service.
3. On the Payflow Service Console, click Configure:
Fairsail displays the Configure page for the Payflow Service.
4. In the Download Files section, click the Name of the file for which you want to define mapping:
Fairsail opens the Configure page for the file you selected.
Fairsail Victoria Release Notes
© Fairsail 2016
81
Release Content
Payflow Enhancements
5. At the bottom of the page in the Mapping HCM to File section, click New:
Fairsail displays the Mapping Configure page.
6. Complete the fields as follows:
Field
Description
The value in: section
The source object and field.
HCM Object
Picklist. Click the picklist and select the object that supplies the source data field:
 None
Select None if you want to include a field in the download file that always has the
same value. Specify that value in Default.
 Payflow Service
 Payflow Batch
 Team member
 Employment
 Salary
 Bonus
 Benefit
 Beneficiary
 Dependant
 Absence
 Timesheet
 Time Report
HCM Field
Picklist. The data field that supplies the source data from the object you selected in HCM
Object. This is a dependent picklist with the content determined by the object you
selected. Select the picklist and choose the field.
Fairsail Victoria Release Notes
© Fairsail 2016
82
Release Content
Payflow Enhancements
Field
Description
Default
Text. The value that you want to appear in the download file field if there is no value in
the source object field. Specifying a default value can make it easier to identify the
content of a large file containing otherwise empty fields.
You can enter:
 A text string.
 An expression using the syntax:
{!<expression>}
For example:
o {!' '}
Inserts a single space character in the download file field when the source file
field contains no value.
o {!fHCM2__Home_Address_City__c}
Used as Default for the Home Address Region field, Inserts the value of the Home
Address City field if no Region value is specified.
Leave blank to produce a blank in the download file when there is no value in the source
field.
You can also use Default with None in HCM Object to specify a value that always appears
in the download file in this field. The value can be a text string or derived from an
expression. This offers an alternative to creating a dedicated formula field in your org,
with the added advantage of enabling copying between orgs with a .fs file.
is download as: section
The destination file and field.
Download File
Picklist. The picklist lists all download files created for the Payflow Service.
If you have opened this page by clicking a file name in the Download Files section of the
Payflow Service Configure page, Download File defaults to that file name.
To select a different file, click the picklist and select the file.
Fairsail Victoria Release Notes
© Fairsail 2016
83
Release Content
Payflow Enhancements
Field
Description
Repeat
Number. Repeats each record on a new line, once for each field identified with a
different Repeat number. Typically used to split long records and repeat fields (such as a
unique identifier or name) to identify the partial records. Repeat offers a single file
alternative to defining multiple download files to carry related information.
For example:
 A download file is set up with fields for:
o Payroll number
o Employee Name
o Bank Details (multiple fields)
o Salary Basis
o Salary Amount
o Bonus Amount
Use Repeat as follows:
o Payroll number: set Repeat to 1
o Payroll number: define a duplicate mapping, set Repeat to 2
o Employee Name: set Repeat to 1
o Bank Details (multiple fields): set Repeat to 1
o Salary Basis: set Repeat to 1
o Salary Amount: set Repeat to 2
o Bonus Amount: set Repeat to 2
This produces a download csv file with the following content for each source record:
LINE1:Payroll number,Employee Name,Bank Details,Salary Basis, ,
LINE2:Payroll number, , , ,Salary Amount,Bonus Amount
o Lines contain empty fields when Repeat values set those values on another line.
o Fields not set with Repeat values are grouped on a new line in the order specified
by Order and Position.
Subgroup
Picklist. Click the picklist and select:
 Benefit
 Beneficiaries
 Beneficiary Benefit
 Absence
 Bonus
 Timesheet
 Time Report
Download Field Name The name you want to give the field in the download file.
Position
Number.
For fixed length records, the position of the first character of this field.
For variable length records, the position of the field in the record. Position is subsidiary
to Order; fields are sorted by Order and then by Position. Lower number positions
appear earlier in the record than higher number positions.
Fairsail Victoria Release Notes
© Fairsail 2016
84
Release Content
Payflow Enhancements
Field
Description
Order
Number.
The sequence in which fields are sorted in the record. Lower number orders appear
earlier in the record than higher number orders. Fields are sorted by Order and then by
Position.
on condition: section
Sets a condition that must be met before the content of the source field is downloaded.
Select Object
Picklist. The object containing the field you want to match to the given value for the
condition to be met.
Select Field
Picklist. The field you want to match to the given value for the condition to be met. This
is a dependent picklist with the content determined by the Object you selected.
Select Value
The value you want Select Field to match for the condition to be met.
If Select Object and Select Field are set and you leave Select Value blank, data can be
included in the download file only if the value of Select Field is blank.
 For logical NOT Use !
For example:
o !France specifies include data if the selected field contains any value other than
France.
o ! on its own specifies include data if the selected field contains any value other
than blank.
 To include the value of HCM Field when the value of Select Field has changed, enter
#
Use # to create a condition that assesses if the value in one field (Select Field) has
changed before downloading the value in another (HCM Field).
o If you use # AND check Changes Only, the value of HCM Field is included in the
download if both the values in HCM Field and Select Field have changed.
Changes Only
Checkbox.
If checked, Fairsail Payflow compares the value in HCM Field with the equivalent value in
a previous download, and includes the new value of the field if it has changed. By default
Fairsail compares current values with values in the most recent batch of the previous
payroll period. If the value has not changed the field displays a blank in the download
file.
If unchecked, the value of HCM Field is included in the download file whether it has
changed or not.
You can use this field in combination with Changes Only for the file specification. For
example:
 With file level Changes Only unchecked:
o Fields with Changes Only checked show values in the download file only when the
value has changed from the last download; they are otherwise blank.
o Fields with Changes Only unchecked always show values in the download file.
 With file level Changes Only checked:
o Records with no changes are not included in the download file, regardless of the
field level Changes Only setting.
Fairsail Victoria Release Notes
© Fairsail 2016
85
Release Content
Payflow Enhancements
Field
Description
Ignore In Record
Change
Checkbox. If checked, this field is ignored when assessing if the record has changed.
with options: section
Field conversion options.
Length
Number of bytes. The maximum length allowed for this field. Longer fields are truncated.
Format
Picklist. The date, decimal, and logical values you can impose on the downloaded data
for this field. Click the picklist and select the format you want the downloaded data to
take.
Translate By
Substrings
Checkbox. If translation is specified for this field in the Translation for this value section,
this checkbox controls how the translation is applied.
If checked, the Current Value is treated as a substring within the field and is replaced
with the specified Replacement wherever Current Value occurs. This can result in
multiple replacements within the field. For example:
 Current Value: Doug Replacement: Douglas
Translates: Doug McDougal to: Douglas McDouglasal
If unchecked, Current Value is replaced with Replacement only when Current Value
matches the complete field content.
To Upper
Check box.
If checked, lower case characters in the field are converted to upper case.
If unchecked, no case conversion is performed.
Fairsail Victoria Release Notes
© Fairsail 2016
86
Release Content
Payflow Enhancements
Field
Description
Character Set
Characters. The characters you want to allow in the field. If Character Set contains
characters, only those characters are allowed to appear in the downloaded field; all
other characters are removed.
Single Space
Checkbox.
If checked, multiple spaces between words are converted to a single space.
If unchecked, multiple spaces between words are preserved.
Scale
Number. The number of digits to display after a decimal point.
Left Pad Character
For fixed length fields, the character to use to pad short fields to the left to fill them to
the required length.
Validation
An expression to validate the content of the downloaded field. Fairsail Payflow generates
a warning message if the field does not pass the validation.
Prefix
A text string to be inserted before the field data content. Prefix can include:
 More than one line: insert \r\n
 Tab markers: insert \t
Postfix
A text string to be inserted after the field data content. Postfix can include:
 More than one line: insert \r\n
 Tab markers: insert \t
New Loop After
Checkbox. Used for loops in HIPAA 834 format files and other formats where repeated
blocks of the same type of data occur.
If checked, the downloaded field is treated as the last field in the current loop and a new
loop is started with the next field.
If unchecked, the downloaded field is treated as a field in the standard sequence within
the record.
Use with Record/Loop Counter to count the number of loops containing the specified
text string inserted in the file.
New Record After
Checkbox.
If checked, the downloaded field is treated as the last field in the current record and a
new record is started with the next field.
If unchecked, the downloaded field is treated as a field in the standard sequence within
the record. A new record is started after this field only if it is the last field in the record.
Use with Record/Loop Counter to count the number of records containing the specified
text string inserted in the file.
Record/Loop Counter Text, up to 80 characters. A text string - for example SavingsPlan or Dependent - to
associate with this field and enable Fairsail to count the number of records or loops of
that type added to the file.
Use for the last field of the loop or record - the same field that has New Loop After or
New Record After checked - to count once for each record.
If used for multiple fields within a record, the counter automatically sums all matching
fields.
 Records with no data are not counted.
 When running a changes only download, unchanged records are not counted.
You can use the Counter in a formula to return the number of records carrying the string.
Typically used in a header or footer, for example:
Fairsail Victoria Release Notes
© Fairsail 2016
87
Release Content
Payflow Enhancements
Field
Description
lpad
A standard function to insert the following characters to the left of a text string.
repeat a,b
A standard function to repeat a, b times
7. If you do not want to provide a translation value for this field, click Save.
Fairsail displays the Payflow Service Configure page with the mapping you defined added to the list of
fields in the Mapping HCM to Download Files section.
8. If you want to provide a translation value for this field, click New in the Translation for this value section.
Fairsail displays the Transltion Configure page.
9. Complete the fields as follows:
Translation for this value section
Current Value
The original value in the field you want to change. See the Translate By Substrings field
description for different ways of handling the translation.
Replacement
The value you want to use to substitute for Current Value. See the Translate By
Substrings field description for different ways of handling the translation.
If Replacement is blank, Current Value is deleted when it is found.
10.Click Save.
Fairsail displays the Mapping Configure page.
11.Click Save.
Fairsail displays the Payflow Service Configure page with the mapping you defined added to the list of
fields in the Mapping HCM to Download Files section.
Fairsail Victoria Release Notes
© Fairsail 2016
88
Release Content
Vacancy Approval Action through WX
Vacancy Approval Action through WX
WX Actions can now include an action to approve a Vacancy sent to the assigned approver as defined in the
Vacancy Approval Process.
New Vacancy Approval
When a new vacancy is created, the Vacancy Approval process routes the request for
approval to the Assigned Approver. The Assigned Approver can be the Authorizing Manager defined in the
Vacancy, or someone else.
The Assigned Approver receives an
Action to approve the vacancy:
Select the link to display Action detail:
Fairsail Victoria Release Notes
© Fairsail 2016
89
Release Content
Vacancy Approval Action through WX
The details displayed can be configured.
Ask your Administrator to modify the
Vacancy Hiring Manager Approval Field
Set.
Add comments as necessary:
Select Approve or Reject:
Fairsail Victoria Release Notes
© Fairsail 2016
90
Release Content
Vacancy Approval Action through WX
Field Sets: Vacancies
Field Set
Purpose
Compensation Package
Fields displayed in the Compensation Package section of the Vacancy Details edit
page.
Employment Type
Fields displayed in the Employment Type section of the Vacancy Details edit page.
Hiring Manager Approval
Fields displayed to the Assigned Approver in the Vacancy approval process typically the Authorising Manager - when they view an Action from the Actions
list to approve a Vacancy.
Hiring Manager Details
Fields displayed to the Hiring Manager when they view a Vacancy through the
Collaboration Portal or WX.
Hiring Manager List
Fields displayed to the Hiring Manager in the list of their Vacancies.
Internal Job Apply
Fields visible to an internal candidate viewing a vacancy through the Internal
Portal. These fields are read only.
Not used in Fairsail WX.
Internal Job List
Fields visible to an internal candidate on the list of jobs displayed on the Internal
Portal. These fields are read only.
In Fairsail WX: fields visible to an internal applicant on the View Details view for a
Vacancy. If Internal Job List is empty, WX defaults to display the fields in the Job
List Field Set
Job Apply
Fields visible to a candidate viewing a vacancy in a Candidate Portal. These fields
are read only.
Job Description
Fields displayed in the Job Description section of the Vacancy Details edit page.
Job List
Fields visible in the Job List section of a Candidate Portal. These fields are read
only.
In Fairsail WX: if the Internal Job List Field Set is empty, fields visible to an internal
applicant on the View Details view for a Vacancy.
Key People
Fields displayed in the Key People section of the Vacancy Details edit page.
Requisition Details
Fields displayed for vacancy approval when using job requisition.
Requisition Edit
Fields visible on the vacancy edit page before vacancy approval when using job
requisition.
Share As Edit
Available through Fairsail Recruit Enterprise. Users granted Edit level access to
this Vacancy.
Share As Read
Available through Fairsail Recruit Enterprise. Users granted Read level access to
this Vacancy.
Vacancy Details
The details visible on a vacancy page.
Vacancy Edit
Additional fields visible on the vacancy edit page.
Fairsail Victoria Release Notes
© Fairsail 2016
91
Release Content
Enhanced New Vacancy Process
Enhanced New Vacancy Process
A range of configuration options enable you to control use of vacancy templates and the visibility of
existing vacancies to act as starting points for new vacancies.
Configuring New Vacancies
You can set options controlling the way New Vacancies can be created:
 Enforce the use of templates for all new vacancies.
Templates help to ensure consistency throughout the talent acquisition process and can include detailed
definition of recruitment stages for Vacancies.
 Enable the display of selected vacancies on the New Vacancy page to act as starting points for new
vacancies. Choose from:
o
All Vacancies.
o
Your Vacancies.
To configure the New Vacancy process:
1. Go to Setup > App Setup > Installed Packages
2. In the Action column, select Configure for the Fairsail Recruit package.
Fairsail displays the Fairsail Recruit Configuration page.
3. Select the New Vacancies tab:
Fairsail Victoria Release Notes
© Fairsail 2016
92
Release Content
Enhanced New Vacancy Process
4. Complete the fields as follows:
Field
Description
Require Template On New
Vacancy
Checkbox. If checked new vacancies must specify an existing vacancy to act as
a template for Selection Criteria and Stages - you cannot save a new vacancy
that is not based on a template. If checked, you must also check Templates
Visible so that templates are available for selection.
Use to help impose a level of consistency on the recruitment process and to
ease creation of new vacancies.
If not checked, new vacancies can be created without basing them on
templates.
Templates visible
Checkbox. If checked, Vacancy Templates are listed for selection in the Copy
Criteria and Stages From section on the New Vacancy page. Check if Require
Template On New Vacancy is checked to make Templates available for
selection.
All Recent Vacancies Visible
Checkbox. If checked, a maximum of the 997 most recently created Vacancies
are listed for selection in the Copy Criteria and Stages From section on the
New Vacancy page.
Manager's Recent Vacancies
visible
Checkbox. If checked, a maximum of the 997 most recent Vacancies created
by the User viewing the New Vacancy page are listed for selection in the Copy
Criteria and Stages From section.
5. Select Save.
New Vacancy
To create a new vacancy:
1. On the Vacancy Home page, select New:
OR
Fairsail Victoria Release Notes
© Fairsail 2016
93
Release Content
Enhanced New Vacancy Process
Select Vacancy in the Create New... picklist in the left sidebar:
If you are just starting to use Recruit you can select New Vacancy in the First Steps section of the home
page.
Fairsail displays the New Vacancy page. The content of this page is controlled by configuration options
(see page 95).
2. Complete the fields as follows:
Field
Description
Vacancy Name
The job title of the vacancy
Copy criteria and stages from section
Existing Vacancy Filter Options
Picklist. Displayed if more than one filter is selected in the configuration
options. Controls the content of the Existing Vacancy picklist and enables
you to focus on a single category of existing vacancy.
Select the picklist and choose from:
 Templates Only
 My Recent Vacancies
 All Recent Vacancies
 Templates and My Recent Vacancies
 Templates and All Recent Vacancies
You can save time by starting from an existing vacancy.
Existing Vacancy
Picklist. Content is controlled by configuration options and then by the
Existing Vacancy Filter Options picklist.
Choose the closest previous vacancy or template to this one. Vacancy
details, selection criteria, selection stages, and the mapping between
criteria and stages are copied from the selected template or vacancy to act
as a starting point for the new vacancy. Applications and assessments are
not copied, and the original is left unchanged.
3. Select Save to create the vacancy. Fairsail displays the Vacancy Details edit page.
Fairsail Victoria Release Notes
© Fairsail 2016
94
Release Content
Enhanced New Vacancy Process
New Vacancy Configuration Options
Fields displayed on the New Vacancy page are controlled by configuration options available
to your Administrator
 Enable vacancy creation without using a template:
 Require template use for new vacancies:
Available templates are listed in alphabetical order.
Fairsail Victoria Release Notes
© Fairsail 2016
95
Release Content
Enhanced New Vacancy Process
 Display all recent vacancies and not require template use:
Recent Vacancies are displayed in alphabetical order.
Fairsail Victoria Release Notes
© Fairsail 2016
96
Release Content
Enhanced New Vacancy Process
 If configured to display all recent vacancies and require template use for new vacancies:
 The list of Existing Vacancies can be further configured to display the current user's recent vacancies the Existing Vacancy Filter Options picklist is extended to include all available options:
Fairsail Victoria Release Notes
© Fairsail 2016
97
Changes Summary
The link in this section contains details of the changes applied in each Fairsail HCM build contributing to this
release. Select the link to access the document in your browser:
Victoria Build Release Notes
Fairsail Victoria Release Notes
© Fairsail 2016
98
Recent Platform Enhancements
Fairsail Victoria Release Notes
© Fairsail 2016
99
Recent Platform Enhancements
Creating a Custom Action Event
Creating a Custom Action Event
In most cases you can use the pre-defined trigger events in HCM to initiate actions at the
points you want in a process. You can also create your own Custom Action Events using the Salesforce
Process Builder.
Bear in mind:
 You can continue to edit a process until it is activated. When activated you cannot edit the process - you
must clone the active process to create a copy and edit the copy before activating it.
Deactivating an active process does not make it editable.
 You cannot delete an Active process - you must deactivate it first.
 The process cannot use outbound messages - from your org to another destination.
 You can incorporate multiple criteria in a single process, enabling you to create a single custom Action
Event that responds to more complex logic.
To illustrate the range of options available, this example creates two processes:
 A Pre-boarding process to assign a new hire to a Pre-Boarding Policy, giving limited access to Fairsail
processes so that they can add initial information to their Team Member records including emergency
contacts and dependants (see page 101).
 A related Pre-boarding to Team Member process to re-assign the new hire to a full Policy on the Team
Member's start date (see page 110).
Fairsail Victoria Release Notes
© Fairsail 2016
100
Recent Platform Enhancements
Creating a Custom Action Event
Example Custom Action Event: Pre-boarding
This sample process is triggered by setting a Candidate's status to Pre-boarding. The process automatically
assigns the candidate to a Pre-boarding Policy tailored to provide access to a limited set of Fairsail
processes. The candidate can then load some information to your Fairsail system after contract signature
but before start date. You can extend the process to add more actions.
The Pre-boarding process requires:
 Fairsail HCM and Recruit packages installed in your org.
 Team Member records to be automatically created, triggered by Candidate Status value.
 Candidate Status picklist values of Onboarding - to create the Team Member record - and Pre-boarding
- to trigger the Pre-boarding process.
 A Pre-boarding Policy enabling the limited set of Fairsail processes you want to make available to the
pre-boarder.
To create the Pre-boarding process:
1. Go to Setup > App Setup > Create > Workflows & Approvals > Process Builder
2. On the Process Builder page, select New.
Fairsail displays the New Process dialog:
3. Complete the fields as follows:
Process Name
The name you want to display in the list of available processes.
For this example, enter:
Pre-boarding
API Name
By default,completed automatically from the Process Name. Change this value if you
need to, ensuring that the API Name is unique in your org. Once saved, the API Name
cannot be changed.
Description
A brief description to help you further identify the process. For example:
Assigns new hires to the Pre-boarding Policy for limited access to processes
Fairsail Victoria Release Notes
© Fairsail 2016
101
Recent Platform Enhancements
Creating a Custom Action Event
Fairsail displays the Process Builder flow for the new process:
4. Select Add Object.
Fairsail displays the object selector:
Fairsail Victoria Release Notes
© Fairsail 2016
102
Recent Platform Enhancements
Creating a Custom Action Event
5. Use the picklist to select the object you want to trigger the Custom Event, and select the type of event
you want to act as the trigger:
o
Only when a record is created
o
When a record is created or edited.
For this example:
o
Select the Candidate object.
o
Start the process when a record is created or edited.
6. Select Save.
Fairsail displays the Process Builder flow with the object name displayed:
Fairsail Victoria Release Notes
© Fairsail 2016
103
Recent Platform Enhancements
Creating a Custom Action Event
7. Select Add Criteria.
Fairsail displays the Define Criteria form:
8. Enter a name for the criteria to be displayed on the process flow and select the criteria control from the
options displayed:
o
Conditions are met
The form displays the Set Conditions fields for you to select a field to test for the criteria you set.
You can select multiple fields to set more than one criteria.
o
Formula evaluates to true
The form displays the Build formula fields to enable you to select a field from the object you
selected:
Fairsail Victoria Release Notes
© Fairsail 2016
104
Recent Platform Enhancements
Creating a Custom Action Event
o
No criteria - just execute the actions!
For this example:
o
For the Criteria Name enter Status Pre-boarding?
o
Select Conditions are met.
o
In Field select Status.
o
In Value select Pre-boarding.
o
Select All of the conditions are met (AND)
9. Select Save.
Fairsail displays the Process Builder flow with the object name and first criteria displayed:
10.Select Add Action.
Fairsail displays the Select and Define Action form.
Fairsail Victoria Release Notes
© Fairsail 2016
105
Recent Platform Enhancements
Creating a Custom Action Event
11.Select the Action Type picklist and select the type of action you want to add.
For this example:
o
Select Update Records:
Fairsail displays the Action Name and Record Type fields:
o
In Action Name enter Set Policy.
Fairsail Victoria Release Notes
© Fairsail 2016
106
Recent Platform Enhancements
Creating a Custom Action Event
o
Select the Record Type field to display the Select a Record to Update dialog:
o
Select Select a record related to the fRecruit__Candidate__c
o
Select Team Member.
o
Select Choose.
Fairsail displays the Update Records form.
o
Select No criteria - just update the records!
o
In Field select Policy.
Fairsail Victoria Release Notes
© Fairsail 2016
107
Recent Platform Enhancements
Creating a Custom Action Event
o
In Value enter the Policy ID.
Fairsail Victoria Release Notes
© Fairsail 2016
108
Recent Platform Enhancements
Creating a Custom Action Event
12.Select Save.
Fairsail displays the Process Builder flow:
The Pre-boarding process is now complete.
13.Select Activate to implement the process.
You are prompted to confirm:
14.Select Confirm.
15.Select Back to Setup.
Fairsail Victoria Release Notes
© Fairsail 2016
109
Recent Platform Enhancements
Creating a Custom Action Event
Example Custom Action Event: Pre-boarding to Team Member
This sample process is triggered on a new hire's start date. The process automatically assigns the new hire
to a full Policy, typically as an upgrade to a pre-boarding Policy. You can extend the process to add more
actions.
To create the process:
1. Go to Setup > App Setup > Create > Workflows & Approvals > Process Builder
2. On the Process Builder page, select New.
Fairsail displays the New Process dialog:
3. Complete the fields as follows:
Process Name
The name you want to display in the list of available processes.
For this example, enter:
Pre-boarding to Team Member
API Name
By default,completed automatically from the Process Name. Change this value if you
need to, ensuring that the API Name is unique in your org. Once saved, the API Name
cannot be changed.
Description
A brief description to help you further identify the process. For example:
Upgrade pre-boarders to full Team Members on Start Date
Fairsail Victoria Release Notes
© Fairsail 2016
110
Recent Platform Enhancements
Creating a Custom Action Event
Fairsail displays the Process Builder flow for the new process:
4. Select Add Object.
Fairsail displays the object selector:
Fairsail Victoria Release Notes
© Fairsail 2016
111
Recent Platform Enhancements
Creating a Custom Action Event
5. Use the picklist to select the object you want to trigger the Custom Event, and select the type of event
you want to act as the trigger:
o
Only when a record is created
o
When a record is created or edited.
For this example:
o
Select the Employment Record object.
o
Start the process when a record is created or edited.
6. Select Save.
Fairsail displays the Process Builder flow with the object name displayed:
Fairsail Victoria Release Notes
© Fairsail 2016
112
Recent Platform Enhancements
Creating a Custom Action Event
7. Select Add Criteria.
Fairsail displays the Define Criteria form:
8. For this example:
o
For the Criteria Name enter Start Date = Today?
o
Select Formula evaluates to true
Fairsail displays the Build Formula field:
Fairsail Victoria Release Notes
© Fairsail 2016
113
Recent Platform Enhancements
Creating a Custom Action Event
9. Build the formula as follows:
o
Select Field and choose Start Date, then select Choose.
o
Select Operator and choose = Equal.
o
Select Function, choose Date & Time to filter the list, then select TODAY. Select Choose.
Fairsail displays the completed formula:
10.Select Save.
Fairsail displays the Process Builder flow with the object name and first criteria displayed:
11.Select Add Action.
Fairsail displays the Select and Define Action form.
Fairsail Victoria Release Notes
© Fairsail 2016
114
Recent Platform Enhancements
Creating a Custom Action Event
12.Select the Action Type picklist and select the type of action you want to add.
For this example:
o
Select Update Records:
Fairsail displays the Action Name and Record Type fields:
o
In Action Name enter Change Policy.
Fairsail Victoria Release Notes
© Fairsail 2016
115
Recent Platform Enhancements
Creating a Custom Action Event
o
Select the Record Type field to display the Select a Record to Update dialog:
o
Select Select a record related to the fHCM2__Employment__c
o
Select Team Member
o
Select Choose.
Fairsail displays the Select and Define Action form.
o
Select No criteria - just update the records!
o
In Field select Policy.
Fairsail Victoria Release Notes
© Fairsail 2016
116
Recent Platform Enhancements
Creating a Custom Action Event
o
In Value enter the Policy ID.
Fairsail Victoria Release Notes
© Fairsail 2016
117
Recent Platform Enhancements
Creating a Custom Action Event
13.Select Save.
Fairsail displays the Process Builder flow:
The Pre-boarding to Team Member process is now complete.
14.Select Activate to implement the process.
You are prompted to confirm:
15.Select Confirm.
16.Select Back to Setup.
Fairsail Victoria Release Notes
© Fairsail 2016
118
Glossary of Terms
Field Set
Security Profile
A group of fields from which individual fields can
be selected, typically for display in one part of
Fairsail WX, Collaboration Portal or HR Manager
Portal. Each Field Set is contained by an object,
and field sets from one or more objects can be
combined to build a page or part page.
A collection of permissions and access settings
that specifies the parts of the Fairsail system that
can be seen and edited by a user. A user can be
assigned to a single Security Profile. Typically
used to provide a basic level of access control,
refined by one or more Permission Sets. Fairsail
HCM is supplied with three Security Profiles: HR
Administrator, HR Manager, and Team Member.
HCM
Human Capital Management. Fairsail HCM
includes Fairsail WX or the Collaboration Portal
for the end user, Team Member audience, and
the HR Manager Portal for the HR Administrator.
Picklist
One way of presenting a browser user with a
number of options from which they can select.
Some Fairsail picklists can be edited or added to
as part of the implementation process; this is one
of the ways in which the application can be
configured.
Also known as: pull-down menu, drop-down
menu.
Policy
A policy defines the functionality available to the
Fairsail user through Fairsail WX or the
Collaboration Portal. Each policy comprises a set
of options and settings linked to a team member
through an HR Department. An organization can
have several policies for different parts of the
business, such as per country or per management
level.
Translation Workbench
A setup and configuration tool to help manage
and implement natural language translation of
customizations, such as picklist values and
custom field labels, and to override existing labels
and translations. The override function is used
during implementation to change labels and
prompts on screen.
WX
Fairsail WX (Workforce eXperience), the greatly
enhanced replacement for the Fairsail
Collaboration Portal. Using responsive design to
enable use on the full range of screen sizes from
desktop to mobile, giving access to existing
processes, and introducing Internal
Communication, Recognition, and Summary
processes.
Policies can be exported and imported to enable
copying between organizations.
Fairsail Victoria Release Notes
© Fairsail 2016
119
Glossary
WX Process
A group of features that deliver a part of Fairsail
WX functionality, such as Objectives,
Performance Review, or Skills. You group WX
Processes into WX Services, and a Process can
appear in more than one Service. You can name
both WX Processes and WX Services to match the
needs of your organization.
WX Processes are displayed to Team Members
through the WX Navigation Bar and Service Bar;
selecting a WX Process displays the Detail view
for the Process. As an HR Manager or
Administrator you can access WX Processes
through the hosting WX Services - use the WX
Services tab. Each WX Process has one or more
options in a Policy that enables the Process to be
configured.
WX Service
A group of WX Processes. For example, a
Performance Management Service with
component Processes for Objectives,
Recognition, and Performance Review. You can
name both WX Processes and WX Services to
match the needs of your organization.
WX Services are displayed to Team Members
through the WX Navigation Bar and Service Bar;
selecting a WX Service displays Tiles for the
component Processes. As an HR Manager or
Administrator you can access WX Services
through the WX Services tab.
Fairsail Victoria Release Notes
© Fairsail 2016
120
Index
A
About these Release Notes • 6
Absence Adjustments and Absence Accruals
Related Lists • 32, 33
Add New Hires through a Single Page • 9, 47
Adding a New Payflow Service • 61, 62
C
Changes Summary • 93
Configuring a Download • 61, 63
Configuring an Upload • 61, 72
Configuring New Vacancies • 87
Creating a Custom Action Event • 95
Creating a New Absence Accrual Rule • 15
Creating Absence Accruals Automatically • 37
Custom Labels
Talent Plan 9 Box Grid View • 56, 59
E
Enhanced Absence Features • 9, 13
Enhanced New Vacancy Process • 10, 87
Example Custom Action Event
Pre-boarding • 95
Pre-boarding to Team Member • 95, 105
F
Fairsail Collaboration Portal
Customer Notice • 5
Fairsail HCM Configuration Guide • 7
Fairsail Payflow Implementer's Guide • 8
Fairsail Recruit
Guide for Administrators • 7
Guide for Recruiters • 8
Fairsail WX
Guide for Users • 7
Fairsail WX Configuration Guide • 7
Field Set • 114
Field Sets
Talent Plan • 57
Vacancies • 85
Vacation/Absence • 40
H
HCM • 114
K
Known Issues • 11
Fairsail Victoria Release Notes
M
Mapping Fairsail Fields to a Download File • 61,
75
Multiple Carry Over Periods in the HR Manager
Portal • 29, 30
Multiple Carry Over Periods in WX • 32
N
New Vacancy • 88
New Vacancy Approval • 84
New Vacancy Configuration Options • 89, 90
P
Payflow Enhancements • 10, 61
Picklist • 114
Policy • 114
Policy Options
Talent Plan • 56, 57
R
Recent Platform Enhancements • 94
Related Information • 7
Release Content • 12
Release Summary • 9
S
Security Profile • 114
Setting Up and Changing Vacation Deduction
Order • 13, 15, 26, 29
Setting Up Carry Over Payout • 13, 28
Setting Up Multiple Carry Over Periods • 13, 14,
26, 29, 35, 39
Setting Up Single Page New Hire • 47, 49
Switching on Enhanced Absence Features • 14
T
Talent Plan 9 Box Grid View • 9, 52
Talent Plan Configuration • 56
Translation Workbench • 114
Vacation/Absence • 41
U
Using Single Page New Hire • 48
V
Vacancy Approval Action through WX • 10, 84
W
Which Guide do I Need? • 8
WX • 114
© Fairsail 2016
121
Index
WX Process • 114
WX Service • 115
Fairsail Victoria Release Notes
© Fairsail 2016
122